6 Months Before: Lay the Foundations
This is where the big decisions happen. Set your budget first — before you fall in love with a venue you cannot afford. London events cost more than anywhere else in the UK, so be realistic. A decent wedding in London starts at £15,000. A corporate event for 100 people with catering and entertainment starts at £5,000 to £8,000.
- Set your total budget and allocate percentages: venue (30-40%), catering (25-30%), entertainment and music (10-15%), photography and videography (8-12%), decor and flowers (5-10%), transport (3-5%)
- Choose your date — Saturdays in June, July, and September are peak. Fridays and Sundays save 20-30% on most supplier rates
- Book your venue — popular London venues like Shoreditch warehouses, Mayfair hotels, and riverside spaces book 6 to 12 months ahead for Saturday dates
- Start your guest list — the number determines everything else, from venue capacity to catering costs
- Book key suppliers early — photographers, bands, and DJs who are in demand fill their Saturday dates a year out
4 Months Before: Lock in Suppliers
With your venue and date confirmed, this is when you should be comparing quotes and booking suppliers. Use Gathrd's London supplier directory to browse categories and request quotes.
- Book catering — arrange a tasting if the caterer offers one. For weddings, this is essential. See our London catering guide
- Book entertainment and music — confirm set times, equipment requirements, and noise restrictions with your venue
- Book photography and videography — discuss your must-have shots and the event timeline
- Arrange transport — wedding cars, party buses, and prom limos book out during peak season
- Order invitations and send them out — London guests need lead time to plan around their diaries
2 Months Before: Refine the Details
The big pieces are in place. Now it is about the details that elevate a good event into a brilliant one.
- Confirm final guest numbers with your caterer — most need final numbers 2 to 4 weeks before the event
- Book florist and decor — discuss seasonal flower availability. Spring peonies, summer dahlias, and autumn foliage each create different moods
- Arrange staffing — waitstaff, bartenders, and front-of-house teams need booking. See our London event staff guide
- Plan the timeline — map out the event hour by hour, including supplier arrival times, service start, speeches, entertainment, and close
- Confirm accessibility — check your venue for step-free access, accessible toilets, and hearing loop if needed
- Book accommodation if guests are travelling — London hotels near your venue fill up fast, especially during summer and December
2 Weeks Before: Final Confirmations
This is when you chase everything. Every supplier should receive a confirmation email with the address, arrival time, parking instructions, and your mobile number.
- Reconfirm every supplier — send a brief email with venue address, load-in times, parking details, and your contact number
- Share the event timeline with all suppliers so everyone knows the running order
- Confirm seating plan and dietary requirements with your caterer
- Check the weather forecast and activate contingency plans for outdoor elements
- Prepare payments — many London suppliers require final balance payment on or before the event day
Day Before: Final Prep
- Visit the venue if possible — check the space is set up correctly and flag any issues
- Charge your phone — you will need it for supplier coordination all day
- Prepare a day-of contact sheet with every supplier's mobile number and arrival time
- Delegate — assign a trusted friend or hire an event manager to handle supplier coordination so you can enjoy the event
On the Day
If you have followed this checklist, the day should run itself. Your job now is to enjoy it. The suppliers know what they are doing, the timeline is set, and your guests are there to celebrate with you. One piece of advice from every event planner in London: something will go slightly wrong. It always does. Nobody will notice except you. Let it go and have a brilliant time.
After the Event
- Leave reviews for your suppliers on Gathrd — it helps other hosts and the suppliers genuinely appreciate it
- Chase deliverables — photos and video turnaround times vary, so note the expected delivery dates
- Handle final payments and gratuities for suppliers who went above and beyond