The checklist that keeps something important from slipping through
Organizing an event in Guadalajara — a wedding, festival, corporate event, or private celebration — means coordinating dozens of vendors at once. This checklist covers the areas most often left for last, and that end up becoming a problem.
1. Venue and permits
- Confirm the venue's real capacity against your guest list
- Check whether the venue needs municipal permits for live music, alcohol, or occupancy
- In Jalisco, check whether your municipality (Guadalajara, Zapopan, Tlaquepaque, Tonalá, Tlajomulco, El Salto, or Tequila) has specific requirements
2. Sanitary infrastructure
One of the most underestimated points, and the most noticeable when it fails. Before deciding how many toilets you need, define:
- Expected attendance and event duration
- Whether the venue has fixed plumbing or you need self-contained units
- Whether alcohol will be sold (this accelerates toilet turnover)
Base rule: 1 toilet per 50-75 guests for a 4-hour event without alcohol, or 1 per 35-50 with an open bar. For 100 guests with alcohol that's 3-4 toilets; for 500, 11-16. Use our toilets-per-person calculator for your exact count.
3. Catering and drinks
- Confirm kitchen/bar setup and teardown times
- Check refrigeration requirements if the event is outdoors
4. Sound, lighting and production
- Set soundcheck times and check for decibel restrictions by time of day
- Confirm emergency and access lighting
5. Security and accessibility
- Security staff proportional to expected attendance
- Accessible routes for people with reduced mobility, including accessible toilets
6. Final confirmations, 48 hours out
- Reconfirm schedules with every vendor
- Verify load-in/load-out access (toilets, furniture, production)
- Have a direct contact for each vendor on event day
Need to solve the sanitary side of your event?
At Luvory we cover everything from intimate events to mass festivals in Guadalajara and all of Jalisco. Contact us at +52 33 3324 4946 or write to a.martinez@luvory.com.mx to quote your event.