The Ultimate Calgary Event Planning Checklist
Your Step-by-Step Guide to a Flawless and Stress-Free Event
Presented by Chef Jennifer Abeu-Saleh
Bringing Your Vision to Life
Hello,
I’m Chef Jennifer Abeu-Saleh, and with over 20 years of experience planning events in Calgary, I know that creating a memorable occasion is all in the details. The difference between a good event and a truly unforgettable one often comes down to a solid, well-executed plan.
That’s why my team and I at Abeu-Saleh Catering & Events created this checklist. We want to take the stress out of your planning process so you can focus on what truly matters: connecting with your guests and enjoying the moment.
This guide is designed to walk you through every critical step, from the big-picture decisions to the last-minute details. Use it to stay organized, on track, and confident as you bring your vision to life.
Happy planning!
Warmly,
Jennifer Abeu-Saleh
Chef & Founder, Abeu-Saleh Catering & Events
The big decisions that will shape your entire event.
(3-6 Months Before)
- Define the purpose and goals of your event.
- Establish your all-inclusive event budget.
- Create your preliminary guest list to estimate numbers.
- Select your ideal event date (and 1-2 backup dates).
- Research and book your Calgary venue.
- Inquire with and book your key vendors, including your caterer!
Bringing your vision to life by coordinating your partners and resources.
(1-3 Months Before)
- Send out "Save the Dates" or initial invitations.
- Finalize your event theme, colour scheme, and décor plan.
- Schedule your menu tasting and finalize your food and beverage selections.
- Book all remaining vendors (photographer, entertainment, florist, AV).
- Plan the event timeline and program (speeches, activities, etc.).
- Arrange for any necessary rentals (linens, tables, chairs, tents).
Confirming details and preparing for a smooth event day.
(2-4 Weeks Before)
- Send final invitations or RSVP reminders.
- Provide your caterer with the final guest count (the most important number!).
- Share all dietary restrictions and allergies with your catering team.
- Create the floor plan and seating chart (if applicable).
- Finalize event scripts, presentations, and playlists.
- Confirm arrival/departure times with all vendors.
The last-minute checks to ensure a flawless execution.
(The 7 Days Before)
- Reconfirm all details with the venue and vendor leads.
- Prepare name tags, place cards, or any printed materials.
- Assemble any gift bags or party favours.
- Share the final "Day Of" timeline with your catering manager and venue contact.
- Get a good night's sleep and get ready to enjoy the amazing event you've planned!
Is the Menu a Main Source of Your Stress?
The food and drink are the heart of your event—it’s what brings everyone together. At Abeu-Saleh Catering & Events, we take the pressure of menu planning off your plate so you can focus on your guests.
Whether you need a quick, budget-friendly option from our pre-set menus or a fully customized culinary experience for a wedding or gala, we are here to make it happen.
