Party Planning Checklist

Creating a Party Planning Checklist

Every party has different requirements that need different timelines. A casual party may need only a week or two to plan, while something as formal as a wedding or quinceanera may need up to a year to plan properly. To keep track of details, a notebook or dedicated folder is helpful for lists, receipts, and other information. When creating a planning checklist, adjust each step based on the individual party’s needs; this list is a good starting point to cover vital details for a spectacular celebration.

The Basics

Before the party details can be decided, the basics need to be established. Depending on the formality of the event, reservations may need to be made, or just deciding on how to handle these important issues may be enough. Basic details that need to be planned include:

• Setting the party’s formality and theme if applicable.
• Choosing an appropriate date and time for the event.
• Choosing the party location based on space, facilities, cost, and type of party.
• Drawing up a preliminary guest list and sending save-the-date requests if necessary.
• Setting up a party budget to cover all the details without breaking the bank.

Invitations

A party isn’t a party if there are no guests, and guests won’t know the basic details if there are no party invitations. Invitation planning should include:

• Printing, buying, or emailing invitations.
• Addressing, stamping, and mailing printed invitations with proper postage.
• Including essential details such as directions, parking instructions, and RSVP information.
• Keeping a complete guest list record to follow up with non-responding guests.

Food

Planning a party menu is not necessarily difficult, but party planners need to take care of several details to ensure their treats are deliciously festive.

• Choose a menu while considering guests’ dietary needs and preferences.
• Arrange a caterer if necessary.
• Inventory serving supplies – bowls, spoons, trays, etc. – to be sure there are enough.
• Clean or purchase plates, cups, cutlery, napkins, and other utensils.
• Choose appropriate drinks, including alcoholic and non-alcoholic selections if desired.
• Make recipes ahead of time if possible, or do prep work – chopping, cleaning, etc. – to reduce chores on the day of the party.

Decorations

A cheerful atmosphere makes for a cheerful party, and party decorations turn an everyday location into a fun party scene. Decoration planning details should include:

• Purchasing theme-related decorations if necessary.
• Designing a coordinated layout for different supplies, including streamers, balloons, candles, floral arrangements, banners, and other potential decorations.
• Purchasing and arranging party favors if desired.
• Putting up decorations shortly before the party and ensuring they are securely in place.

Games

Party games can challenge guests’ competitive spirits, and the best games are planned so they can be enjoyed by everyone.

• Choose party games or review game books for fresh ideas.
• Purchase any needed game supplies including prizes.
• Simplify directions to reduce confusion and preparation.
• Have alternative game ideas available in case not all guests want to participate.
• Hire activity coordinators or entertainers if necessary (magicians, jugglers, balloon artists, etc.).
• Rent necessary equipment such as bounce houses or additional supplies.

Music

Good party music sets the tone for a fun event, and a proper party planning checklist includes more musical preparation than buying a CD and pushing play.

• Decide what music is appropriate for the event – dance tunes, instrumental pieces, background music, etc.
• Create a play list if necessary and submit it to hired musicians, a DJ, or whoever will oversee the music.
• Verify that the music volume will be appropriate for the location, keeping in mind the added noise of guest activity.
• Have alternative music available in case of emergency – a backup stereo, for example.
• Preview any unknown music for appropriate lyrics and length.

Memories

Capturing the memories of the party is often neglected. Adding these details to an event planning checklist will ensure no special moments are lost.

• Reserve an extra invitation for a memento or scrapbook page.
• Hire a professional videographer or photographer if desired.
• Purchase and distribute one time use cameras for guests to capture candid moments throughout the party.
• Consider a guest book or other format where guests can record sentiments for the guest of honor.
• Take additional photos before and after the party to capture the preparation, the unspoiled look of the party, and the level of its success.

Other

Additional tasks that should be part of a party planning checklist to help the event proceed flawlessly include:

• Get a good night’s sleep or nap before the event to ensure adequate energy.
• Set up a gift table if necessary or register for gifts for formal occasions.
• Do housecleaning and yard chores the day before the party so the location will be immaculate or there will be no additional chores after the party ends.
• Stock a first aid kit to have on hand for emergencies.
• Create alternative plans in case of poor weather.

Cleanup is the last step.

• Send thank you notes to guests after the party.

Cleanup

After the party, cleaning up is often a dreaded chore, but with a good checklist it can be as easy as any other party planning step.

• Childproof the location before the event and secure any valuables in a safe location.
• Have moist towelettes and other personal cleaning supplies on hand, including clean, well stocked restrooms.
• Place trash cans around the party location to encourage ongoing cleanup.
• Enlist several helpers to make cleanup fast and easy.

When Checklists Don’t Work

When using a party planning checklist, the most important thing to remember is that it may not always work. There will undoubtedly be some chore that is overlooked or some step that goes awry, but the key to a great party is to take those bumps in stride, relax, and have fun.