We all want to organise awesome parties, but pulling everything together can be a bit overwhelming if you don’t have a process in place. I’ve created a simple checklist that will walk you through the stages of planning a party. This will work for most evening events - in many cases you will need to customise the checklist a bit as some aspects won’t be relevant or possible, and will depend on the size of the party.
If there is a team of you organising the party, each point should be allocated to the person responsible to action, and I like saving lists like this on shared Google word docs, so that everybody involved can see what actions have been completed and what is left to-do.
Three to six months before
Allocate the budget by the most important elements - think about what would make the party a success and your guests happy (leave some money aside for back up)
Plan the guest list
Research, visit and book the venue (if required)
Plan your party’s theme (this doesn’t always mean going all out ‘winter wonderland’ style, the theme could just be - a relaxed environment for people to talk)
Ten to twelve weeks before
Hire a DJ, musician or band. If you don’t have the budget - start putting together a playlist, continuing to add songs up until the event
Research and book other types of entertainment (if required)
Design and print invitations
Four weeks before
Send invites
Decide the type of food you’re planning to serve
Book any staff
Make a list of all items required
Plan decorations, tableware and linen, if you need to hire any of this, research and book now
Coordinate between the venue, DJ and band to ensure you have all the kit required, such as stage, dance floor, sound, lighting. Alternatively you may need to hire in some extra bits of kit.
Three weeks before
Plan the menu
Find out if any of your guests have special dietary requirements
Order wines, beers and soft drinks. Plan cocktails and order ingredients
Take some time out to visualise each stage of the party from your guests’ point-of-view and how you see the party unfolding, ensuring that you haven’t left anything out and note down timings. This will be the start of your party’s schedule. Allow plenty of time for guests to arrive and for all courses to be served.
Finish the schedule for the party (including the day before and day after)
Two weeks before
Chase guests who have not replied to invites
Create a detailed shopping list - buy any unperishable items
Make and freeze food that can be prepared in advance
Buy or make decorations
One week before
Last chase of guests who haven’t replied
Get local taxi numbers and details on public transport for that night. Put details on one document and print copies out to leave by the exit for guests
Five days before
Polish silver
Fold Napkins
Write your fresh food shopping list
Two days before
Buy flowers, cut the stems and store in a cool place in water
Cook any dishes that can go in the fridge
If hiring staff, make a list of duties
Place wines, beers and soft drinks in the fridge
Fill remaining space in your freezer with ice
One day before
Remove and store any furniture
On the day
Arrange and set up tables and seating
Organise the bar (see post: setting up a mobile bar)
Prepare cocktails and drink garnishes
Prepare canapés
Upgrade the toilet facilities – adding fresh flowers, lighting scented candles, having good quality handwash and nice paper towels (and a bin for the paper towels)
Organise an area to store coats and bags
Arrange flowers
Two hours before
Remove corks from wine bottles
Brief staff
Please feel free to share other suggestions to help others get their party on its feet. I’m looking forward to seeing what other recommendations you’ve got. If you’re planning a Christmas party, here is a more detailed post on this: Christmas Party Planning
Good luck and have a great party!
michael
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