Published on July 10, 2026
7 min read
Sapphire Sky Events Team
Most events do not fail on the day. They fail three weeks earlier, when a decision gets deferred. Here is the timeline our planning team works to.
Twelve weeks out: lock the shape
Confirm the date, the headcount range and the format. Everything downstream — room, layout, catering, budget — flows from these three numbers.
Eight weeks out: the site visit
Walk the room. Check where the daylight falls, where the doors are, and where a queue would form at the coffee break. A floor plan cannot tell you this.
- Confirm AV requirements and stage size
- Agree the run-of-show hour by hour
- Set the catering menu and dietary process
- Nominate one decision maker on the client side
The morning of
Arrive ninety minutes early. Test the microphone before the room fills. Everything else has already been handled — that is what the previous twelve weeks were for.
