Whether it's a 30-person villa birthday or a 200-person corporate event, getting the logistics right is what separates memorable events from stressful ones. This checklist covers every delivery category with recommended lead times.

4-6 Weeks Before

Book these early — they sell out in peak season: DJ and sound equipment (through Rent DJ Equipment Ibiza), lighting and production (LED uplights, moving heads, laser systems), generator rental for remote venues, portable bathroom facilities for outdoor events, and marquee or shade structures.

2-3 Weeks Before

Confirm and order: catering services (private chef or catering company), bar supplies — full spirits, mixers, wines, beers (see our bar calculator), furniture rental — tables, chairs, loungers, bar counters, linens and tableware, and floral arrangements and décor.

1 Week Before

Finalise: ice delivery schedule (order ongoing delivery, not just a single drop), staffing — security, bartenders, cleaners, parking coordination, transport arrangements for guests (minibuses, taxis on standby), and welcome packs for arriving guests (if multi-day event).

Day Before

Receive: all furniture and décor deliveries, dry goods and non-perishable bar supplies, production equipment (sound, lighting), and staff briefing at venue.

Day Of

Morning deliveries: fresh produce for catering, ice (first delivery — schedule refreshments every 3-4 hours), fresh flowers and final décor elements, and beverages requiring refrigeration.

Our Event Coordination Service

For events over 50 guests, we offer full logistics coordination. One point of contact manages all deliveries, resolves last-minute issues, and ensures every supplier arrives at the right place at the right time. Fee: 12% of total delivery value. Minimum: €500 total order.

This service has a 100% on-time delivery rate across 200+ events. No missed deliveries, no wrong quantities, no surprises.