Event Planning Checklist: What To Do 12 Months to 1 Week Before Your Event at Riverview Ballroom, New Jersey

Planning a wedding, baby shower, milestone birthday, or corporate celebration? The process can feel overwhelming—but with the right checklist and timeline, you can stay organized and stress-free.

Whether you’re envisioning a waterfront wedding or a chic indoor gathering, Riverview Ballroom in Cliffside Park, New Jersey offers the perfect blend of elegance, flexibility, and affordability. Below is your ultimate event planning checklist, tailored to events hosted at our stunning venue.

12 Months Before: Lay the Foundation

• Choose Your Event Type & Vision Decide whether your event will be formal, casual, cultural, or corporate. Determine the overall theme or style—romantic, elegant, modern, or themed.

• Set Your Budget Budgeting helps prioritize catering, décor, entertainment, and more. At Riverview Ballroom, we offer customizable, budget-conscious packages for all event types.

• Book Your Venue: Riverview Ballroom, NJ Secure your date early. Our venue offers panoramic views of the Hudson River, indoor elegance, and a supportive planning team.

• Estimate Your Guest Count This helps us advise on space, seating layout, and menu choices.

• Hire a Planner or Coordinator (Optional) Our in-house team supports you through the process, but a full-service planner may add value if you want someone to handle every detail.

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📆 9–11 Months Before: Secure the Essentials

• Send Save-the-Dates Helpful for out-of-town guests or large weddings.

• Book Core Vendors

  • Catering (in-house or outside)

  • Photographer & Videographer

  • Entertainment (DJ/Band)

  • Florist

  • Event Rentals & Lighting

• Decide on a Theme Let Riverview’s elegant atmosphere inspire a cohesive style or color palette.

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📅 6–8 Months Before: Design the Experience

• Order Invitations Include RSVP instructions and Riverview Ballroom’s address and parking info.

• Book Additional Services Hair & makeup, transportation, officiant, and AV providers.

• Schedule Tastings Our culinary partners offer exclusive tastings, or we’ll coordinate with your selected caterer.

• Plan Your Decor Explore linens, centerpieces, candles—Riverview offers a complimentary centerpiece promotion for select events!

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📅 3–5 Months Before: Confirm the Flow

• Send Invitations Send 2–3 months before the event for best results.

• Book Guest Accommodations Nearby hotels in Fort Lee, Edgewater, and New York City are just minutes away.

• Create a Tentative Timeline Our team can help you map out everything from arrival to last dance.

• Draft a Seating Plan We'll provide layout options based on your guest list and preferences.

• Plan Pre/Post-Event Activities Think: welcome drinks, farewell brunch, or sightseeing.

2 Months Before: Final Details

• Track RSVPs Use tools like Google Sheets, Zola, or RSVPify.

• Confirm Vendor Details Share day-of timelines and logistics.

• Order Printed Materials Programs, menus, signage, and seating charts.

• Finalize Attire Have all outfits and accessories ready, including shoes and jewelry.

  
  

1 Month Before: Confirm & Prepare

• Confirm Final Guest Count Share updates with our team and your caterer.

• Prepare a Contact Sheet List all vendors with names, arrival times, and phone numbers.

• Finalize Decor and Favors Label bins and boxes to make setup seamless.

• Parking & Accessibility Check We offer nearby parking options and full accessibility.

• Walk Through the Venue We’ll do a final tour with you to check details and layout.

  
  

1–2 Weeks Before: Showtime!

• Reconfirm All Details Confirm final timeline and logistics with each vendor.

• Prepare an Emergency Kit Include safety pins, tape, mints, stain remover, and aspirin.

• Prep Final Payments & Tips Label envelopes and designate someone to distribute them.

• Enjoy Your Rehearsal Let our team assist with run-throughs and set the tone for the big day.

• Relax—You’re Ready! Let the Riverview Ballroom team execute your vision while you celebrate stress-free.

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🌟 Why Choose Riverview Ballroom in Cliffside Park, New Jersey?

✔️ Scenic Waterfront Views ✔️ Affordable, Flexible Event Packages ✔️ Bring Your Own Caterers – Ideal for Cultural Events ✔️ Experienced On-Site Support Team ✔️ Perfect for Weddings, Baby Showers, Corporate Events & More

📞 Let’s Plan Your Dream Event

Take the next step toward planning a memorable event at Riverview Ballroom.

👉 Schedule a tour or inquire today about our current complimentary centerpieces + candlelight promotion.

📍 Riverview Ballroom – Cliffside Park, NJ 🌐 www.riverviewballroom.com 📞 201-224-2211 📩 Follow us on Instagram & Facebook @riverviewballroomnj