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.

 

Return to Home