The Ultimate Checklist for Planning Your Next Event

From Venue to Vibes: Here’s Everything You Need to Plan a Seamless Event

Let’s be real, event planning can feel like juggling flaming batons while riding a unicycle. Whether it’s a wedding, product launch, birthday bash, corporate function, or community gathering, there are a lot of moving parts. But here’s the good news: planning doesn’t have to be stressful. With a clear roadmap and the right support, you can turn even the most ambitious ideas into an unforgettable event.

That’s where this ultimate event planning checklist comes in. We’ve broken down the entire process, step-by-step, so you can stay organised, save time, and feel confident that nothing important gets overlooked. Best of all? You can find everything you need to plan your next event in one place - Sharedspace. From stunning venues to trusted service providers like caterers, DJs, stylists, photographers, and event managers - we’ve got it all covered.

Let’s dive in.

Lucy's Event Hire

The Ultimate Event Planning Checklist

1. Start with the Big Picture

Before diving into the details, take a step back and answer a few key questions:
- What’s the purpose of the event? (Celebration, launch, networking, education?)

- Who’s the audience? (Guests, clients, colleagues, family?)

- What’s your budget? (Be realistic, it helps with decision-making down the track.)

- What’s your ideal date or timeframe? (Flexibility is great, but lock in the must-haves.)

- What vibe or theme are you going for? (Formal, relaxed, festival-style, elegant?)

These decisions will shape every other part of your planning process.

Good Spirits

2. Lock In Your Venue Early

Your venue sets the tone for your event and often needs to be secured months in advance, especially during peak seasons. Whether you’re after a waterfront location, a rooftop bar, an intimate studio, a modern coworking space, or a marquee in a vineyard, Sharedspace has hundreds of unique spaces across New Zealand to choose from.

When selecting a venue, consider:
- Capacity and layout

- Indoor/outdoor access

- Parking and transport links

- Accessibility

- Available amenities (kitchen, bathrooms, furniture)

- Weather contingencies for outdoor events

Need help choosing? Browse Sharedspace venues and filter by event type, location, or style to find the perfect match.

Wild & Whim

3. Build Your Event Dream Team

Once your venue is locked in, it’s time to bring in the professionals who will bring your vision to life.

Here’s a list of services you can now browse directly through Sharedspace’s Event Services directory:

✔️ Event Photography
Capture the best moments of your event with professional photos that are perfect for sharing and remembering. Ideal for weddings, product launches, parties, and everything in between.

✔️ Bands & DJs
From laid-back acoustic sets to full party energy, live music and DJs can set the perfect mood for your event.

✔️ Event Staff
Hire experienced bar staff, waiters, registration hosts, or front-of-house teams to ensure your event runs smoothly from start to finish.

✔️ Catering
Delicious food is a non-negotiable. Whether it’s a grazing table, plated meal, or custom cocktails, find caterers that suit your theme, guest list, and dietary needs.

✔️ Transport
Need a shuttle for guests or logistics support for equipment? Sharedspace has providers who can help move people and things where they need to be.

✔️ Speakers
Hosting a conference, launch, or panel event? Source expert speakers or MCs who will engage and inspire your audience.

✔️ Wedding Planners
Planning a wedding? Bring in someone who knows the ins and outs—from timelines and styling to traditions and last-minute fixes.

✔️ Event Management
Take the pressure off and let a professional coordinate the full run-of-show, liaise with vendors, and make sure everything stays on track.

✔️ Gifts and Registries
Curate thoughtful gift experiences or set up stylish registries for weddings, engagements, or milestone events.

✔️ Entertainment
Whether it’s a magician, circus act, comedian, or cultural performance, unforgettable entertainment adds extra wow-factor to your event.

✔️ Photobooths
A fun, interactive way for guests to create memories. Choose from open booths, GIF stations, or retro-style setups with custom backdrops.

✔️ Event Styling
From florals and furniture to lighting and signage, stylists help bring your vision to life with flair and attention to detail.

✔️ Marquee Hire
Perfect for outdoor events, marquees offer shelter, structure, and ambiance—ideal for weddings, festivals, and summer parties.

✔️ Production Services
Need staging, sound systems, lighting, or AV gear? These pros will make sure your event looks and sounds top-tier.

You can now browse all these services and more through Sharedspace’s new Event Services category, designed to connect you with trusted professionals who know how to make events run smoothly.

Whisk Catering

4. Create a Timeline & To-Do List

Events don’t just come together magically. Break your planning process into a timeline so you know what needs to happen when.

12–6 months out:
- Choose your date

- Book your venue

- Secure your major suppliers (planner, catering, music, photographer)

6–3 months out:
- Send invites or launch promo

- Confirm styling and rentals

- Finalise your schedule

2–1 month out:
- Confirm guest numbers

- Final walkthrough with vendors

- Print signage or menus

1 week out:
- Pack an event day kit

- Confirm bump-in/bump-out times

- Run through final checks

Event day:
- Arrive early (or have someone else do it!)

- Stay calm, stay hydrated, enjoy!

5. Nail the Guest Experience

You’ve got the logistics sorted, now it’s time to focus on how your guests will experience the day.

Ask yourself:
- Is it easy for them to find the location?

- Is there signage, parking, or transport info?

- Are there enough bathrooms?

- Are there wet weather plans?

- Will people know where to go or what to do?

- Are food, drinks, and seating easily accessible?

A smooth experience = happy guests.

6. Set Up, Pack Down, and Everything in Between

It’s easy to focus on the event itself, but don’t forget the before and after. Make sure you’ve got enough hands to help with setup and pack down (or hire a team via Sharedspace!).

Label boxes, keep cables tidy, and bring spare batteries, gaffer tape, and scissors. You’d be surprised by what can come in handy on the day. And remember: taking care of your vendors, helpers, and staff (with snacks and thanks) goes a long way.

7. Promote, Share, and Celebrate!

If your event is public-facing, launch a simple promotion plan. That might include:
- Creating a Facebook or Eventbrite listing

- Posting on Instagram or TikTok

- Emailing your database

- Asking your performers or vendors to share too

After the event, make the most of all that beautiful content! Share highlights, thank your guests, and shout out your suppliers. Tag everyone, and don’t forget to credit your photographer or videographer.

Plan Your Next Event with Confidence

Planning an event doesn’t have to be overwhelming. With the right tools, timeline, and team, you can create something memorable, meaningful, and even fun to put together.

At Sharedspace, we’ve taken the guesswork out of sourcing everything you need. From beautiful venues across New Zealand to our brand-new Event Services directory, you’ll find a curated range of trusted professionals ready to help you plan your next event with ease.

Whether you’re hosting a wedding, launching a brand, or throwing an epic end-of-year celebration, Sharedspace is your one-stop shop for planning events that leave a lasting impression.