Event Planning Checklist: What to Ask and Confirm Before You Book Your Next Event in Los Angeles

Planning an event sounds simple until you start diving into the details. Whether it’s a company mixer, birthday party, networking reception, or private dinner, there are a lot of moving parts, and it’s easy to overlook something until it’s too late.
At Bonaventure Brewing Co., we’ve helped coordinate hundreds of private events in Downtown LA. We’ve seen what works, what gets missed, and what makes an event run smoothly. Whether you’re planning something here, at another venue, or even doing it all yourself, this checklist can help guide the process.
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1. Venue Questions to Ask Early
Before you fall in love with a space, make sure it works for your type of event.
☐ What is the maximum capacity with seating vs. standing
☐ How many total hours are included (including setup and breakdown)
☐ What time can vendors access the space
☐ What time do guests have to be out
☐ What happens if the event goes over time
☐ Is parking available for guests and vendors
☐ Are there loading areas or elevators for deliveries
☐ Is the space ADA accessible for guests with mobility needs
☐ Are there nearby hotels or is it walkable for guests
☐ Are heaters, shade, or fans provided if outdoors
☐ Is there a weather backup or contingency plan

2. What’s Included with the Venue
Always get a list in writing so you’re not caught off guard later.
☐ Tables, chairs, linens, barware, and serviceware
☐ Sound system, microphones, or speakers
☐ Access to Wi-Fi or outlets for DJs or presentations
☐ Restrooms (private or shared, indoor or outdoor)
☐ Staffing: servers, bar staff, cleaning crew
☐ On-site event coordinator or day-of lead
☐ Lighting: overhead, bistro, uplighting, candles
☐ Signage or wayfinding (especially for larger venues)
☐ Trash service and cleanup
☐ Security, if needed

3. Budget and Priorities
Don’t just focus on what you can afford. Focus on what matters most for your specific event.
☐ Set an overall budget (include tax, gratuity, fees, rentals)
☐ Decide what’s non-negotiable: location, food quality, ambiance, date
☐ Prioritize spend: Is this more about the look, the food, or the experience
☐ Plan for hidden costs: tips, parking, overage hours, permits
☐ Decide if you’re okay with a minimum spend or prefer per-person pricing
☐ Ask for a sample invoice early so you understand the pricing breakdown

4. Timeline and Flow
A good timeline makes a huge difference. Plan it out before finalizing vendors or menus.
☐ What time can setup start
☐ What time do guests arrive
☐ Is there a welcome drink or passed appetizer during arrival
☐ When is food served
☐ Are there toasts, speeches, or announcements
☐ What time is the bar last call
☐ When does music end
☐ What time do vendors have to be out
☐ Are there buffer windows built in (for early arrivals or late cleanups)
☐ Do you need someone managing the timeline or keeping vendors on schedule

5. Food and Beverage Planning
Food and drinks are often the main memory people walk away with.
☐ Decide on service style: plated, buffet, stations, or passed bites
☐ Match service to guest flow: mingling events need easy-to-eat items
☐ Ask for vegetarian, vegan, gluten-free, and allergy-friendly options
☐ Finalize dietary restrictions at least 7 days in advance
☐ Decide on a full bar, beer and wine, or mocktail setup
☐ Are drink tickets or consumption-based options available
☐ Is staff included for both food and bar
☐ Who is clearing plates and keeping the area clean during the event
☐ Will there be water stations or non-alcoholic options

6. Vendor Coordination
If you’re bringing in any outside vendors, you’ll need to confirm a few things in advance.
☐ What time can vendors arrive for setup
☐ Is there a loading dock or special access point
☐ Do they need proof of insurance or signed waivers
☐ Does the venue have a preferred or required vendor list
☐ Are there sound or noise restrictions (especially with DJs or live music)
☐ Will vendors need power or Wi-Fi
☐ When do vendors need to be cleaned up and out
☐ Is there someone onsite they can check in with
☐ Is vendor parking available or will they need to cart equipment

7. Guest Experience
This is what your guests will remember most. Make it easy and comfortable for them.
☐ Clear parking instructions or valet information in the invite
☐ Directional signage from elevators, lobbies, or street level
☐ Welcome drink or check-in greeter if needed
☐ Shaded or seated areas for downtime
☐ Restrooms clearly marked
☐ Microphone or speaker system if speeches are happening
☐ Trash and recycling available but discreet
☐ Printed or digital event timeline (optional for larger groups)
☐ Playlist, DJ, or ambient music to fill gaps in energy
☐ Water station easily accessible throughout the event

8. Final Steps Before the Event
This is your last checklist to make sure you’re set up for success.
☐ Confirm final guest count
☐ Send dietary notes to the kitchen or caterer
☐ Send parking or access instructions to all vendors
☐ Print a run-of-show for yourself and anyone helping
☐ Have backup contact numbers for your vendors and venue
☐ Pack essentials (chargers, pens, tape, scissors, safety pins, Advil)
☐ Assign one person to be your “go-to” on the day-of if you don’t want to manage everything

Final Thought
​You don’t have to do it all yourself. Even if you’re not hiring a full planner, having a venue team that knows what they’re doing makes a huge difference. Whether it’s help with setup, timing, vendors, or flow, having support means you can enjoy your own event instead of troubleshooting all night.

If you’re planning an event and have questions, we’re happy to help. You can always reach out and ask for advice. We’ve seen it all and are happy to share what works.

Contact Info:
[email protected]
​714-402-3316