Big celebrations come together best when the work is spread out. Whether you are planning a milestone birthday, a wedding reception, a baby shower or a church or community event in Adelaide, this checklist breaks the job into manageable steps, starting eight weeks out.

8 weeks to go: the big decisions

Set your budget. Decide what matters most — food, venue or entertainment — and put the money there.
Draft the guest list. Your numbers decide the venue size, how much food you need and how many chairs and tables to organise.
Book the venue. Popular community halls, function rooms and park shelters book out early, especially on weekends in spring and around Christmas.
Pick a theme or colour scheme. It makes every later decision, from invitations to decorations, much easier.

6 weeks to go: book the key suppliers

Entertainment. Lock in your DJ or band, and an attraction like a 360 photo booth, which guests remember long after the night.
Equipment hire. Reserve what you need to serve food — chafing dishes, food warmers and a gas burner for big-batch cooking — plus a backdrop for photos.
Catering or cooking plan. If family and friends are cooking, agree who is making what now.
Send invitations. Include an RSVP date about three weeks before the event.

4 weeks to go: the details

Plan the menu and work out quantities from your guest numbers.
Order the cake and any special food items.
Buy or borrow decorations, tableware and serving utensils.
Plan the running order: arrival, speeches, food, cake and dancing.
Check venue rules on decorations, noise, finishing times and clean-up.

2 weeks to go: confirm everything

Chase late RSVPs and confirm final numbers.
Confirm delivery and setup times with every supplier and share the venue address, access details and an on-the-day contact number.
Make sure any balance payments are ready. For example, our balance is due 7 days before delivery.
Write a simple seating plan if you need one.

1 week to go: prepare

Shop for non-perishable food and drinks.
Prepare a playlist for before the band or DJ starts.
Assign jobs to helpers: welcome table, food service, clean-up and pack-down.
Check the weather forecast if any part of your event is outdoors.

The day before

Cook what can be made ahead and refrigerate it properly.
Charge phones, speakers and cameras.
Pack a party kit: tape, scissors, cable ties, a lighter, bin bags, first-aid basics, phone chargers and a power board.

On the day

Arrive early to meet suppliers and oversee setup.
Reheat food until piping hot and move it into food warmers for the trip.
Hand the timeline to one trusted helper so you can enjoy the party.
Open the 360 booth early, while everyone is fresh and dressed up.

Take one job off your list

The Events 360 is a family-run business delivering event equipment across Adelaide. Book the 360 booth, catering equipment and backdrop together, and they arrive on one delivery. Check your date or see the areas we serve.