The Ultimate Sports Banquet Planning Checklist
Your master timeline. Print it, share it with your committee, and check off items as you go.
8 Weeks Before the Banquet
Set date and time
Determine budget per person
Form planning committee
Choose venue
Reserve venue
6 Weeks Before
Send save-the-date or invitations
Order custom centerpieces (allow 2-3 weeks production)
Choose menu/caterer
Decide award categories
Order awards, trophies, or certificates
4 Weeks Before
Confirm venue details
Finalize menu
Order additional decorations
Arrange photography/video
Create program or slideshow
2 Weeks Before
Confirm RSVP count
Assign seating arrangements
Prepare award scripts
Rehearse program flow
Confirm AV equipment
1 Week Before
Pick up centerpieces
Confirm all vendors
Shop for table supplies
Prepare photo displays
3 Days Before
Final run-through with committee
Pack emergency kit (safety pins, tape, markers)
Confirm all speakers
1 Day Before
Set up venue
Arrange tables and centerpieces
Test AV equipment
Set up photo area
Day Of
Final venue setup
Confirm food/catering timing
Welcome guests
Run the program
Celebrate!