Free quotes in one business dayBook a free call
Beyond ChiavariEvent Rentals · Chicago
Quote

Free planning tool

Your event timeline, worked back from the date

Pick your event and date. Every planning task gets a real deadline, from the first budget talk to stacking rentals for pickup.

Start with your event date and work backward: set the budget and book the venue first, then catering, rentals and invitations. The RSVP deadline is about three weeks out, final counts to caterers and rental companies about two weeks out, and delivery details one week before. Download it all to your calendar.

Start now
No sign-up. Your answers stay in your browser and in the page link.
A garden wedding ceremony setup hosts elegantly dressed guests along a petal-strewn aisle beneath a clear-top tent illuminated by crystal chandeliers on a lush lawn
What are you planning?
Any of it outdoors?

Pick your event and date. Your timeline appears here with a real deadline for every task.

How it works

Using the event timeline builder

  1. Step 1Pick your eventWedding, party, corporate and more.
  2. Step 2Enter the dateWe count back from it.
  3. Step 3Work the listEach task links to the tool that does it.
  4. Step 4Add to calendarOne file, every deadline.
How the event timeline builder works, step by step.

The method

How we work out the numbers

Each event type has a planning runway: 365 days for a wedding, 180 for a milestone party, 120 for corporate, 60 for a graduation party and 42 to 56 for birthdays, showers and backyard parties. Early tasks sit at a fixed share of that runway. The last three weeks use fixed days: RSVPs at 21 days, final counts at 14, seating at 10, delivery details at 7, the weather call at 3 and the walk-through the day before.

If your date is sooner than the runway, every early task is squeezed in proportion, and anything already past is marked "Do now". Outdoor events add the tent, permit and weather-call tasks. Want a live countdown to share? Try the event countdown.

Questions

Event timeline builder: FAQ

How far ahead should I start planning?

The builder starts about a year out for a wedding, six months for a big milestone party, four months for a corporate event and six to eight weeks for a birthday, shower or backyard party. If your date is closer, it squeezes the tasks into the time you have and flags anything to do now.

When should I book event rentals?

Once you have a date, a venue and a rough guest count. Popular styles and tents can be reserved early for peak weekends, so the builder places the rental quote about two-thirds of the way back from your date.

When are final rental counts due?

It depends on the rental company. Many ask for final numbers one to two weeks before. The builder puts it two weeks out, but check your contract for the exact deadline.

Can I add the timeline to Google Calendar or Apple Calendar?

Yes. 'Add all to my calendar' downloads an .ics file with one all-day reminder per task. Open it and your calendar app imports every date.

Are these deadlines rules?

No. They are planning guidance to keep you ahead of the usual crunch points. Your venue and vendors' contracts set the real deadlines.

Keep planning

More free tools

All tools

Free quote · no obligation

Turn your numbers into a real quote

Pick chairs, tables, linens, dinnerware and more, see live prices, and we line up Chicago's best rental houses for your date.

  • Live pricing as you pick
  • Delivery & setup included in quote
  • One contact for every vendor
  • Reply within one business day
Build your quote Book a free 15-minute call
A lavish baby shower setup with a floral backdrop, chandeliers, and banquet tables is used to host guests celebrating expectant parents inside an elegant hotel ballroom