Essential Checklist for hosting a Stress-Free Event
We all like to think we have superpowers and can do it all… but have you ever tried to plan an event, only to feel completely overwhelmed by all the different moving parts? Who’s handling this? Did I call that person? Sound familiar?
First things first – take a deep breath! Rent My Event has been part of hundreds of events, and we’re here to save the day. We’ve made event planning easy with our step-by-step checklist for a stress-free event.
Step 1. Start with the basics
Before you dive into the tiny details, let’s get the big things sorted. Ask yourself:
1. What’s the purpose of this event? (A birthday? A wedding? A work function?)
2. Where will it be held? (Indoors? Outdoors? Your backyard?)
3. How many people are coming? (Just a few close friends, or a big crowd?)
Once you have these answers, it’s much easier to move forward without feeling like your brain is about to explode.
💡 Pro Tip: Don’t overcomplicate things! Start with the must-haves—venue, guest list, and purpose—before worrying about decorations or menus. Having a clear vision from the start will save you time, money, and last-minute stress later on!
Step 2. Lock in Your Venue & Vendors
Now that you know the what and where, it’s time to lock in the who. Venues and vendors book up fast, especially on weekends, so don’t leave this to the last minute. Here’s what you’ll need to sort out:
Venue – Make sure it has enough space, facilities, and (most importantly) a good vibe!*
Entertainment – DJ, live band, or just a killer playlist?
Catering – People will always remember the food—so make it good!
Rentals – Chairs, tables, marquees… because no one wants to stand all day.
* Be mindful of the venue you choose as vendors may charge more if there are accessibility issues such as stairs, tight drive ways etc
💡 Pro Tip: Double-check what’s included with your venue. Some places provide chairs and tables (or old fashioned ones that you don’t want), but others don’t—meaning you’ll need to organize rentals separately. (Luckily, we can help with that! Get in touch with us here )
Step 3. Get Your Guest List & Invitations Sorted
Now, onto the fun (but sometimes stressful) part—who’s coming? Make a list, send out invites, and give people a deadline to RSVP. Trust us, you’ll need that final headcount when booking food, seating, and decorations.
And hey, if someone doesn’t RSVP by the deadline… just assume they’re not coming. You don’t need that extra stress!
💡 Pro Tip: Don’t wait until you have the final headcount to book your chairs and tables—you might find your vendor is fully booked on your date! We don’t want to brag, but we’re pretty flexible. We always recommend booking a few extra rather than too few. Don’t worry—we’ll adjust the final numbers closer to the date, so you only pay for what you actually need!
Step 4: Plan Your Setup & Seating
Nobody likes a chaotic event where guests are wandering around, unsure where to sit or stand. Plan out your seating and setup in advance:
Tables & Chairs – Where is everyone sitting? Do you need extra chairs?
Entertainment Area – Where will the DJ or band set up?
Food & Drinks – Make sure there’s enough space for food stations or a bar.
💡 Pro Tip: If you’re renting tables and chairs, book slightly more than your guest count. There’s always that one unexpected guest!
Step 5: Create an Event Timeline
This is the secret to a smooth, stress-free event! Put together a simple timeline so you (and your vendors) know what’s happening and when. For example:
3:00 PM – Setup begins
5:30 PM – Guests arrive
6:00 PM – Dinner is served
9:00 PM – Speeches & cake cutting
10:30 PM – Event ends & cleanup begins
💡 Pro Tip: Share this timeline with your key vendors so everyone is on the same page!
Step 6: Prepare for the Unexpected
If you’ve lived in Melbourne for more than five minutes, you already know the drill. One minute it’s sunny, the next it’s pouring rain, and before you know it, there’s a gust of wind strong enough to take your marquee for a joyride.
💡 Pro Tip: Melbourne’s weather loves surprises, so check the forecast daily leading up to your event. And if it still looks unpredictable (spoiler: it probably will), just be ready to adapt!
Final Thought: Don’t Sweat the Small Stuff!
At the end of the day, even the most perfectly planned events will have something go off-script—and that’s okay! As long as you’re prepared and keep a positive attitude, your guests will have a great time (and probably won’t even notice the little hiccups).
And if you need help with last-minute chair or table hire, Rent My Event has your back. We’re all about keeping things stress-free so you can focus on celebrating!
Get in touch with us today using our quote form
