Whether it's a wedding, a corporate event, a milestone birthday or a villa party, planning an event in Ibiza has its own rhythm. Here's a timeline checklist to keep you on track.
6+ Months Before
☐ Set a budget. Be realistic about Ibiza prices in high season. Venues, catering and entertainment all cost more June–September.
☐ Choose and book the venue. The best venues book 6–12 months ahead for peak dates.
☐ Book key suppliers. Photographer, DJ, photo booth, catering — the popular ones fill up early.
☐ Send save-the-dates. Especially for destination events where guests need to book flights and accommodation.
3–6 Months Before
☐ Finalise the guest list.
☐ Book guest accommodation. Block-book hotel rooms or share a list of recommended villas and hotels.
☐ Plan the menu. Confirm catering, dietary requirements, drinks packages.
☐ Confirm entertainment details. For photo booths, this is when we design your custom overlay and send proofs. Choose your booth type and package.
☐ Arrange transport. Group transfers, taxis, minibuses — book in advance, especially for remote venues.
☐ Check legalities. For weddings: marriage paperwork, documentation requirements. For corporate: venue permits, insurance.
1–3 Months Before
☐ Send invitations with all the details: venue, timings, dress code, transport info.
☐ Confirm all supplier bookings. Double-check dates, times, access arrangements.
☐ Plan the timeline. When do guests arrive? When does dinner start? When does the entertainment kick off? Build in buffer time — things always run a touch late in Ibiza.
☐ Coordinate with the venue. Access times, power outlets, setup areas, parking, noise restrictions.
☐ Order decorations, signage, favours.
1–4 Weeks Before
☐ Final headcount to caterers and venue.
☐ Confirm supplier arrival times. Photo booth teams, DJs, florists — everyone should know when and where to arrive.
☐ Create a day-of-contact sheet. Phone numbers for every supplier, the venue manager, the transport company.
☐ Brief someone to be the on-the-ground coordinator if you don't have a planner. They'll handle questions from suppliers on the day so you don't have to.
☐ Approve final designs. Photo booth overlays, signage, printed materials.
The Day Itself
☐ Suppliers arrive and set up. Our team typically arrives 1–2 hours before guests.
☐ Do a final walkthrough. Check the venue, the table settings, the entertainment areas, the power, the lighting.
☐ Brief your coordinator on the timeline and any last-minute changes.
☐ Then stop. You've done the work. Enjoy your event — that's what it's all for.
Need help with the entertainment bit? We cover weddings, villa parties, corporate events, hen & stag dos and club nights across Ibiza and Formentera. Pricing from €550.