Tips for Planning the Perfect Party and A Party Planning Checklist

Ready to throw a bash but you’re not sure where to start? If you’re not sure how to approach party planning then use the 9 steps below as a guide on how to plan the perfect party. Print these 9 steps as a party planning checklist to use while you are planning your event.

1. Set the Date

□     Is this a reoccurring party such as a birthday? If so, consider setting the date for a weekend rather than a weekday.

□     Check that holidays and other major events are not overlapping the party date.

□     Make sure the date works with important guests.

□     Start considering a start and end time for your party.

2. Budget

□     Is this party going to be simple such as a gathering at a home or elaborate such as an event at a banquet hall? Set an appropriate budget depending on how elaborate the party will be.

□     How much are you willing to spend on each guest? Consider the major expenses: venue, entertainment and food.

□     For a less formal party, consider a potluck to decrease your cost!

□     If you are planning a wedding, check out how I planned a wedding under $5,000!

3. Guest List

□     Based on your budget, think about how many guests you would like to come to your event.

□     Start with a small guest list with the most important people. Slowly list others that you would like to come. Consider if guests can bring friends to this event.

□     If you need to narrow down your guest list, categorize your guest list by those that you can’t imagine not showing up to your party vs. guests that you will enjoy but do not fall into the first category.

□     Consider that 15 – 20% of guests will not RSVP to the event.

4. Venue

□     With your guest count and budget in mind, find a venue that will fit everyone and is appropriate for the event.

□     A small party can be done at your home and still be elaborate.

□     For a large party consider a banquet hall, a golf club or a section of a restaurant. Many venues have package deals that include food and service based on guest count.

5. Send Invitations

□     For an elaborate party purchase invitations that are centered around your theme.

□     For smaller gatherings consider sending out an Evite or making a simple phone call.

□     When you send out invitations, give guests plenty of time to plan the date and RSVP.

6. Activities and Entertainment

□     Plan events and activities to keep guests entertained.

□     Create a timeline of the evening. List each activity and the anticipated time each activity will take.

□     If hiring an entertainer such as a DJ, start researching prices and planning how many hours you will be hiring them for.

□     If you aren’t hiring entertainment, then an iPod will work great! Create a playlist that will last the entire party. If you are having a large party consider borrowing or investing in a great sound system.

7. Tables, seating and tableware

□     If you are renting a venue, are the tables seating and tableware part of the package?

□     If tables and chairs are not part of the venue then research rental agencies.

□     For less elaborate parties consider buying disposable tableware. One idea is to buy bulk disposable melamine tableware from Costco.

□     For parties at a home, plan the furniture layout. Also consider investing in furniture covers to avoid any messy accidents.

8. Decorations

□     Now the fun part, pick a theme for your party! If there is a guest of honor consider what kind of theme they would want.

□     Create a list of decorations that you will need. Decorations to consider: table coverings, center pieces, accessories for games/activities, balloons and flowers.

□     Consider borrowing decorations from friends and family to save on costs.

9. Food and Drink

□     If you are purchasing food from a vendor then reserve your food choices and give the vendors a head count.

□     If you are making your own food then plan the menu.

□     Create a food timeline. Consider what food items can be prepared ahead of time and what food items must be prepared that day. Also add to your timeline when to purchase the food based on its perishability.

□     Make a shopping list of food and drink quantity needed based on guest count.

□     Plan that each adult guest will consume 3 – 4 alcoholic beverages.