Plan Your Event

Event Planning Checklist

A general timeline for planning your event at Aroma Events — adjust it to fit the occasion.

Every event here is different, but the planning timeline tends to follow a similar shape, whether you're booking a wedding, a corporate retreat, or a milestone celebration. This checklist is a general guide, not a strict rulebook — a rehearsal dinner needs a fraction of the lead time a 200-guest wedding does. Use it as a starting point, and talk with our team early about your date; the valley's high season books up faster than people expect.

9–12 Months Out

  • Set a guest count range and rough budget
  • Reach out to Aroma Events to check date availability and choose a space — Vineyard Terrace, Garden Courtyard, or Barrel Room
  • Send save-the-dates if travel is involved — Valle de Guadalupe is a destination for most guests
  • Start researching caterers, wine service, and other vendors for the valley

6 Months Out

  • Confirm your vendor list: catering, wine or bar service, photography, music
  • Plan guest lodging — Ensenada and the surrounding valley have the closest options
  • Finalize your guest list and start invitations
  • Walk the space again in person if you haven't recently, and confirm the layout for your guest count

1–2 Months Out

  • Confirm your final headcount
  • Finalize the day-of timeline — ceremony or start time, dinner service, toasts
  • Arrange transportation for guests unfamiliar with the valley's roads, especially for evening events
  • Confirm any AV, seating, or setup needs directly with our team

1–2 Weeks Out

  • Reconfirm final numbers with caterers and vendors
  • Share the day-of timeline with your wedding party, team, or key guests
  • Check the weather and confirm a backup plan for outdoor spaces
  • Pack for the valley — evenings cool down quickly even after a warm day

Day Of

  • Arrive with enough buffer for setup and vendor load-in
  • Designate one point of contact for last-minute questions
  • Take a moment before guests arrive — you did the planning, now let the evening happen

Plan by Occasion

Timelines shift depending on what you're planning. See the specifics for your occasion:

Weddings

Wine Dinners & Tastings

Corporate Retreats

Milestone Celebrations

Rehearsal Dinners

Private Gatherings

Ready to talk dates?

Tell us about your event and we'll follow up to talk dates, spaces, and what's possible.

Plan Your Event