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Reusable templateEvents

Event Planning Checklist

A full event countdown — venue, vendors, invitations, run-of-show, and follow-up — timed backward from your event day, so every deadline lands with room to spare.

Open this checklist in Recurbit → Jump to the checklist

Free to start · No credit card · Add, remove, or edit any step to make it yours

A printable checklist is good once.A printed timeline works for one event — then you rebuild it from scratch for the next one.
This one comes back every event.Set your event day in Recurbit and the whole countdown back-dates itself — venue to follow-up — for every event.

Whether it's an annual meeting, a fundraiser, a conference, or a staff event, the work is a countdown: lock the big pieces early, confirm details as it approaches, and execute on the day. The steps repeat event to event — only the date and the guest list change.

This is the sequence, grouped by how far ahead of the event each task falls. Scale the timeline up or down to match the size of your event, and adjust for your venue and vendors.

Book the venue first. Almost everything else — catering, invitations, headcount — depends on the date and place being locked. Nail those down before you start on the details.
↓ The checklist
These steps are a starting point, not a rulebook. Add, remove, reorder, or re-time anything below so it matches how you actually work — that's what the template is for.
−8–12w

Lock the big pieces

~8–12 weeks before
−4–6w

Invite & confirm

~4–6 weeks before
−1–2w

Finalize the details

~1–2 weeks before
Event day

Event day

Event day
After

After the event

Within a week after

Make it repeatable

Add this event countdown to Recurbit. Set your event day and every task back-dates itself — 'book venue 10 weeks out,' 'confirm headcount 2 weeks out' — then reuse it for the next event.

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Planning events on a repeating schedule?

Recurbit turns the countdown into a reusable template. Set the event day and every task back-dates itself, weeks out. Assign vendors, speakers, and logistics to your team and track the whole countdown in one place.

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Free plan available · No credit card · Built for agendas, deadlines & admin work — not student records

A general event-planning guide — scale the timeline and steps to the size, type, and venue of your event.