Event planning checklist: organize tasks and deadlines

A planning checklist works best when each task describes a concrete next action. Planlino's event task board lets you add notes and due dates, define your own statuses and review progress alongside guests, budget and the room layout.

Create your event
Planlino editor showing a sample round table on the venue map
A sample round table in the Planlino editor. The guest list and table settings stay alongside the map.

Build your plan in five steps

  1. Turn the event into clear actions

    Create tasks such as confirm the venue layout, check the guest list, approve the menu and export the seating plan. Split a large item like catering into smaller actions when it needs several confirmations. Keep each task title specific enough to know when it is complete.

  2. Choose a small set of statuses

    Start with To do, In progress and Completed. Add a status such as Waiting for confirmation if it helps your event. Rename or reorder statuses to match the workflow. A status should describe where the task stands, rather than repeating its title.

  3. Add due dates and useful notes

    Use the event date and supplier deadlines to choose task due dates. Put the details needed to finish the action in its notes, such as which layout version needs approval. Due dates are planning fields; Planlino does not send reminder emails or push notifications.

  4. Move work as decisions happen

    Move a task between columns using drag and drop or its status selector, including on a phone. Mark it completed after the action has happened. Review waiting tasks alongside the guest list and budget so a changed count or cost leads to an updated task.

  5. Review and back up the whole event

    Check the task progress on the event overview and open Tasks for unfinished items. Export an event backup to include the board, budget, guests and seating plan. The exported file is a snapshot; future changes in one copy do not update the other copy automatically.

Example: a checklist for the final venue handoff

Create four tasks: confirm the guest list, check meal quantities, review table assignments and send the final seating PDF. Put the first task in Completed when names are confirmed. Move the next two into In progress as you compare guests, budget quantities and the unseated count. Complete the last task only after the venue has received the correct exported version.

Before you send the plan

  • Use task titles that describe an action you can complete.
  • Check due dates and waiting confirmations as the event approaches.
  • Back up the task board together with the event's guests, budget and seating.

Common questions

Can I make a wedding planning checklist?
Yes. Use the Tasks page of a wedding event for venue, guests, menu, decoration and final seating actions. Choose your own tasks and deadlines.
Can I customize the task board?
Yes. Add, rename and reorder statuses, and move tasks using either the board or the status selector.
Does sharing the seating map share my checklist?
No. A map link shares seating. To transfer the task board, export the full event backup and import that file on the other device.
Create your event