Work backwards from D-14, not forwards from today
Almost every programme that runs into trouble does so because a decision was made three weeks later than it should have been. The deadlines below are not administrative — each one is the point after which an option genuinely disappears.
The timeline
| When | What happens | Decision needed from you |
|---|---|---|
| D-120 to D-90 | Brief, feasibility, destination shortlist | Headcount band, month, budget range, what the evening is for |
| D-90 | Detailed quote, venues held 7 days | Whether to proceed; accommodation grade |
| D-75 | Contract and deposit | Guaranteed minimum headcount |
| D-60 | Programme detail, venue confirmations | Agenda structure, gala scope |
| D-45 | Date change window closes | Nothing — but after this a date move is a cancellation |
| D-30 | Second instalment; delegate communications | Final agenda; dietary and medical collection begins |
| D-21 | Internal chase deadline | Your own deadline for the rooming list — set it a week before ours |
| D-14 | Numbers and names lock | Rooming list, names, dietary, medical, flight details |
| D-7 | Balance; run of show approval | Sign-off on the run of show |
| D-3 | Programme content locks | Nothing further |
| D-1, 16:00 | Weather decision for outdoor elements | Confirm indoor or outdoor |
| Programme | Delivery | Raise problems now, not afterwards |
| +3 days | Post-event report and account | Nothing |
The three deadlines that genuinely bite
- D-45 — the date change window. The one clients are most often caught by. After this, moving your programme is treated as a cancellation and a rebooking at the prevailing position, because venues and vehicles have been contracted. If there is any chance your dates will move, resolve it before here.
- D-14 — numbers and names. Additions after this may be impossible rather than merely expensive, particularly in peak season. Where a marine element is involved, a passenger manifest is filed with the port authority and cannot be rewritten on the pier.
- D-1 at 16:00 — the weather call. Anything requiring rigging is decided here. It is not a soft deadline; a stage build starts after it.
Every experienced event owner does this and every first-timer learns it painfully. Ask your delegates for the rooming list at D-21 so that our D-14 is met after one round of internal chasing, which there always is.
Lead time by size and season
| Group size | Shoulder season | Peak season |
|---|---|---|
| 20 – 49 | 60 days | 75 days |
| 50 – 119 | 75 days | 100 days |
| 120 – 199 | 100 days | 120 days |
| 200+ | 120 days | 150 days |
Shorter is sometimes possible and always more expensive, because holding inventory at short notice means paying for flexibility. A supplier who accepts a 30-day lead for 150 people without mentioning the premium has not checked.
What to collect from delegates, and when
- By D-30: dietary requirements, mobility needs, medical conditions relevant to activity participation. Confidential, and the difference between a manageable incident and a serious one.
- By D-21 (your internal deadline): rooming preferences and sharing arrangements.
- By D-14 (supplier deadline): full names as they appear on passport or ID, nationality, document numbers where a marine or domestic flight element applies, and flight details.
- Ongoing: photography consent, if images will be published internally or externally.
Questions clients ask most
We have 45 days. Is it possible?
For a group under 50 in shoulder season, usually. For 150 in peak season, not at a standard price and possibly not at all. A supplier should tell you which of those you are in before taking a deposit.
What if our dates are not confirmed yet?
Use the free feasibility stage to test two or three date options before committing to anything. Holding inventory on unconfirmed dates is where deposits get lost.
Can we add delegates after D-14?
Sometimes, at cost, where capacity exists. In peak season, often not at all. Nominate your guaranteed minimum conservatively and add rather than subtract.
How long does approval usually take internally?
Longer than anyone plans for. Build three weeks into your timeline between receiving a quote and being able to sign, and use the free seven-day hold rather than a deposit to protect the dates during it.
Where to go next
Four fields and you can send
Send the outline and you get a free feasibility reply within eight working hours — whether your dates hold at that headcount, what constrains them, and an indicative price range. No payment and no commitment at this stage.