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          Party Planning Guide/Check List

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Planner

Checklist

4-6 Weeks ahead of your party

___

Select type of party (formal, semi, casual).

___

Select theme and staging.

___

Set date and time.

___

Reserve any locations for staging.

___

Reserve any rental items (tables, chairs, tents).

___

Contact and reserve entertainment.

___

Create guest list.

___

Plan and select decorations.

___

Begin collecting materials and creating props.

___

Plan party menu and grocery list or select/hire caterer/baker/serving help.

___

Purchase your Invitations and Thank You cards.

 

Decorations Inside Location/Outside Room

___

Welcome Sign at entrance

___

Entrance sign at "room" entrance

 

Seating Cards theme based:

___ Table

___ Sign

___ Balloons

___

Sign-In board, Message board or Sign-In table. Make sure you have pens, markers, etc.

___

Directional Signage, theme based.

___

Coat check signage

 

3 Weeks ahead of your event

___

Purchase your party theme supplies, favors, game prizes.

___

Send Invitations. 

___

Create a party agenda.  This will be your party day guideline, so you won't forget anything.

___

Enlist other family members or friends in helping with party preparations and on party day.

___

Plan party activities.

 

Decorations Inside Location/Inside Room

___

Ornamental Backdrops

___

Buffet Station Backdrops or Decor

___

Ceiling Treatment

___

Photo Blow-Ups

___

Gift Table

___

Murals

____

Balloon Treatments/Arches

1 Week before your event

___

Obtain the final count of guests. Call any guest who has not responded.

___

Confirm all arrangements (rentals, entertainment, catering, etc.).

___

Buy film or disk for photo taking.

___

Prepare or make party favors. For children's parties, you may want to pre-label favor bags for easy distribution.

___

Check the weather reports for outside events. You may need to rent a tent for shade or protection from rain.  Be prepared to move party indoors, if necessary.

___

If the party is in your home, start cleaning now instead of the day before the party.  If it's just a children's party, cleaning may be unnecessary.   Think about cleaning out the refrigerator, so that you will have room to store the party foods and especially the cake.

 

Table Linens theme based.

 

Tableware theme based.

___ Napkins/Napkin Rings

___ Plates

___ Colored Cutlery

___ Plastic Cups/Tumblers

___ Mint/Nut Bowls

___

Table Centerpieces.

 

Buffet Serving Items

___ Serving Trays & Bowls

___ Serving Forks & Spoons

___ Punch Bowl & Ladle

___ Decorative Toothpicks

___ Ice Buckets

___ Drink Stirrers

(Tableware can be set up at the beginning of the buffet line.)

 A few days before the party.

___

Call any guest who has not still responded.

___

Buy groceries and beverages.

___

Prepare and freeze/refrigerate food items that can be made in advance.

___

Select/Purchase an outfit or make a  party costume.

___

Check the weather reports again.

 

Outside Location:

___

Signage/Banners

___

Balloons

___

Lighting

___

Music

___

Other

1 Day before your event

___

Do final cleaning of home, party room, yard or office site.

___

Pick up and set up rental equipment, tables, tents, etc. 

___

Thaw frozen party foods.

____

Coordinate last-minute arrangements with caterer/helpers.

___

Get out serving pieces.

____

Pick up cake,  if it is not being delivered on party date.

____

Go to bed early and get a good night's rest. 

 

Don't forget these additional items.....

___

Streamers

___

Party Favors

___

Confetti/Glitter

___

Games

___

Themed Decorative Accents

___

Single Use Cameras

___

Guest Towels & Soap

___

Ash Trays

___

Hats

  • PARTY DAY 

____

Pick up helium balloons.

___

Put up party directional signs for guest and tie balloons to entrance of party area.

____

Decorate Party Room.

____

Coordinate set-up, service, cleanup with hired helpers.

____

Prepare and arrange remaining food.

____

Pull out your party agenda and mentally "travel through" the party.

___

If opening gifts at celebration, have a pen and paper, preferably a clip board nearby to track gifts received.    

____

Dress in party outfit (get little one's dressed first).

____

Await arrival of first guests.

LET THE PARTY BEGIN!

___

Piñata

___

Noisemakers

___

Candles

___

Cards

___

Gift Wrap

___

Gift Tag & Ribbon

   
   

It's Over!

____

Cleanup Time - Enlist help or let hired help clean up.

___

Pay hired help.

____

Schedule return of rental items the day after the party.

____

Don't forget to send out your Thank You cards. Typically, they should be sent within 2 weeks after the party.

 

 

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