The one question we get asked by all clients is how far in advance should we book your services to start planning? We recommend booking at least 8 to 12 months in advance for large scale events. For smaller events, 3 to 6 months is usually sufficient.
What is a large scale event?
A large-scale event is typically defined by its size, complexity, and impact, often involving 300 or more guests, multiple vendors, and a higher budget, often six-figures or more. These events such as multi-day conferences, major fundraising galas, and festivals require detailed planning, logistics, and coordination over many months. Because of their scope, they often need at least 8 to 12 months of lead time to execute successfully.
What is a smaller event?
Smaller-scale events are intimate experiences that prioritize connection and engagement over large production. Think: community events, grand opening or groundbreaking events, creative pop-ups, family-focused experiences like children’s craft zones, or brand activations. With the right planning window, usually 3 to 6 months, these events can have a big impact with a modest footprint.
Want to get the most out of your event? Start planning sooner than you think. Because planning ahead isn’t just about reserving a date, it’s about maximizing your time, budget, and creative potential. The longer the runway, the bigger the impact. With time on your side, we can stretch your budget and avoid last-minute stress.
When you start early, you get:
• Better rates and availability from venues and vendors
• More time for strategy, design, and logistics (without the rush fees!)
• Room for creativity, your ideas have time to evolve and shine
• Less stress because we can pace the planning process instead of cramming
Whether you’re dreaming up something new or bringing a returning event to life, the earlier we connect, the more we can do to help you make the most of your vision, your resources, and your impact.
Ready to talk dates? Let’s get something on the calendar.
