Great party planning checklist for all your parties

Meticulous Party Planning Checklist For Success!

Party Planning Checklist to reduce your stress of preparing and remembering all party items. You can work on your checklist using a spreadsheet, so that you can check all items and as you progress in your party preparation.

3 to 4 weeks before your party

Decide on a party theme and plan on whether you want a formal or casual event. This is a must for most party planners and add this on the party planning checklist immediately. Check the calendar and pick a suitable date and time. Choose and book the party venue as soon as you can.

Decide on how long the party will be - for kids party it is recommended to keep it between 2 to 2and half hours max. Work on your guest list and invitations Purchase your party or birthday party supplies for example:

1. Party music

2. Party decorations like streamers and balloons

3. Paper goods like plates, napkins

4. Utencils like plastic forks, spoons, and straws

5. Serving trays and platters

6. Recycled or disposable tablecovers

7. Centerpieces like flowers and theme related decorations

8. Party Favors

9. Prizes for party games

One of the most important items in your party planning checklist is your party program and menu. If your party is for lunch or dinner then you will have to plan substantial party food and not just finger food or small bites like cookies, cupcakes and ice cream. Tea or late morning event meals can be light for example mini face sandwiches, skewer meats and mini pies Decide if you want a buffet or sit down type of party meal. Who will prepare the meal? Are you having a catered meal for your guests? If you do, consider hiring staff to serve your guests whether it is a sit down or standing buffet and your budget for each staff hired.

Catering companies offer a wide range of services from the simple to the sophisticated. Most offer to set up tables, chiars, food warming equipments and even cooking on site by chefs.

Do cook food that you can prepare one or two days earlier so that it ease you from preparing so many food on the party day itself. Some food can be cooked a week ahead and frozen. You can defrost the food the night before in the refrigertor or on the party day by microwaving it.

Rent or borrow extra slow cookers or electric stoves for your sauces or stews and to keep the food warm during your party. Plan your fridge space for food that needs refrigeration for example jellies, cut fruits, salads especially during hot summer days. Borrow fridge space from your neighbor if you can (of course invite your neighbor for the party too!)

Plan your program and activites in details, include the appropriate games for each age group in your party planning checklist. Kids under 3 years old do have a short attention span. They may not be very co-operative and may not like to share and sit around quietly.

Do get the enough adults to supervise them at play. Child proof your party venue especially when you host a party for those under 3 years old. Cordon off your pool or garden area. make sure all electrical appliances are out of reach for these curious tots.

Adults usually like to network or small talk. Not many adults like to play many games. Plan one or two introductory or "ice breaker" games. Have a few games on standby in case you don't get good enthusiastic response to the earlier game. Add in your party planning checklist to include a few more party music like jazz CDs, in case some people continue to stick around even after the party is over.

Mail out all your invitations and be as detailed in your invitation as possible especially the information on RSVP If your invitations is sent by mail ensure that the postage is sufficient.

Get your family members, kids or friends to help --- eg with photo taking, video taping, party music, party games, serving food, looking after young children etc The party planning checklist should include their respective roles and areas each individual is in charge of.

1 week before your party

Pin up your to do party planning checklist on your fridge

Make sure all guests RSVPed.Finalise your checklist of food items, party music, party games, food serving plates, bowls, spoons, forks, napkins, cups etc Make sure you have enough for each guest especially food.

Standby extra and contingency pre-cooked food or Purchased food that don't need to be prepared and it is already cooked and get someone to pick it up or it to be delivered eg pizza

The day before your event

Check with the caterers or deliveries the time of delivery at least a day before your party and confirm all orders for food items ordered for the event.

In your party planning checklist ensure that you include checking and loading your camcorder or digital camera with free space on compact flash or SD cards, extra batteries and charged your camera batteries etc.

Some foods can be prepared now and will hold nicely until the party - be sure to consult your recipe or someone who knows food.

Collect your helium balloons on the day or the evening before the party so that the balloon stay. Or better still, rent a helium tank and fill up all the balloons with the help of your friends.

Ensure you check all CD, DVD or Video players, TV or sound and lighting equipments are in good working order

Decorate the party venue so that the party day will be less stressful. If you find that you miss out anything, at least you can still make a dash to your local store to get the decoration items.

Start preparing and keep some of your party food today. Defrost raw food items in the fridge for tomorrow's big cook out. Purchase ice and store it in your freezer or spare mini freezer.

Decide what you want to wear before you go to sleep and lay it out with your accessories, perfume and matching bags etc. You really don't have time tomorrow to remember so many things.

You can count down now

Party Day...

Plan to start your day early, fix all your decorating items and get it ready by morning. Use an ice tub to fill with ice and canned or bottled beverages.

Lay out the tables and chairs and centrepieces Prepare the party food and beverages. Get your helpers to test out all the party sound system and equipments like cameras etc

Prepare the activities and the prizes. For example treasure hunt items should be place by now. Ensure that yound children have their afternoon or mid morning nap before the party.

Make sure all the food and beverages are laid out on the table ready for all your guests 20 mins before they arrive Get changed and be ready before all your guests arrives

Happy Partying!

to top of page: Party Planning Checklist

Fathers Day

Mothers Day

Retirement Party Planning

back to Parties Planning Homepage

Planning Special Moments, Creating Lasting Memories