A Party Planning Check List

At least once a month we get that frantic phone call, someone has just plain run out of time and their event is a week, even days away! We love to and a happy to help everyone we can, like seeing a good pair of shoes, we just can't say no! 

If you're looking to give a go at planning your event, print out the checklist below to hold your hand along the way! This is a great list for an event that doesn't require long booking times on vendors, venues, etc and is approximately a month out.

Three Weeks Out

[ ] Make An Invitation List

For large parties, invite 20% more than you can fit. Typically only 70-80% of those invited show up to the event

[ ] Decide On A Theme, If You Want One

Make, buy, borrow any decor you may need to fit the theme.

[ ] Send Invitations

Mail, e-mail and phone invitations are acceptable, depending on the event.

[ ] Plan The Menu

Assemble the recipes, if you're going DIY choose items that can be prepared in advance, perhaps even frozen, with just warming and assembling required on party day. Make a list of how far in advance each can be made, and compile a shopping list. Place an order with your local delicatessen or bakery, as needed.

[ ] Line Up Any Help You May Need

Consider hiring your favorite party planners for day-of coordination, or locals with experience  to help with pre- or post party cleaning or to pass drinks or appetizers, replenish buffet food, tidy up, and generally take some weight off your shoulders.

Two Weeks Out

[ ] Clean Any Place Settings You'll Be Using
Clean! Clean! Clean! * Sparkle! Sparkle! Sparkle!

[ ] Come Up With A Playlist
The music should be appropriate and sufficient to last throughout the party.

[ ] Do A First Round Of Grocery Shopping And Cooking

Prepare any dishes that can be frozen and keep well.

One Week Before

[ ] Clean The Venue Thoroughly

This way, you’ll need only a quick once-over before the party. (This applies if the party is at your house!)

[ ] Set the stage.

Arrange the furniture as you’ll want it for the party, making sure that guests can move easily from one part of your layout to another. Designate a coffee table or side table for coffee and dessert, if you’ll be serving them. Tuck away things that will be in the way, precious items that might get broken (or even be taken), and any clutter. Figure out the lighting: Using low-wattage bulbs or candlelight will create the right mood.

[ ] Take inventory of cookware and serving dishes.

If you don’t have enough for every dish you’re serving, consider purchasing inexpensive pieces from a discount or thrift store. Label each dish with a Post-it so you’ll remember what you plan to use it for at party time.

[ ] Stock the bar.

Plan three bottles of wine for every four people, three to four cocktails per guest for a two- to three-hour cocktail party.

Three Days Before

[ ] Notify The Neighbors

Let them know you are having a party; especially if you expect it to be large, loud and parking-intensive

[ ] Begin Decorating

Anything you can put up now, do it! It will take stress off you day of and you'll discover anything you might have forgotten.

[ ] Check The Medicine Cabinet

Remove any personal items you don't want guest so see.

[ ] Set Up A Cleaning Station

Place a box of salt or box of baking soda, Wine Away (red wine stain remover), club soda, paper towels, and a couple of rags in a wicker basket, then store a few in strategic places in case a nasty spill occurs.

[ ] Arrange A Place For Coats

Make space in a closet and fill it with hangers. You could also choose a bed for coats (make sure the room is especially tidy and free of valuables, so you won’t need to worry about them), or purchase an inexpensive portable garment rack.

[ ] Finish Grocery Shopping

Make a detailed cooking schedule for your remaining dishes

One Day Before

[ ] Set Up Tables, Buffet, etc.

[ ] Buy And Arrange Flowers

[ ] Finish As Much Cooking As You Can

[ ] Give Your Venue The Final Once-Over

Day Of The Party

[ ] Finish any last-minute cooking.

This should be absolutely minimal!

[ ] Place chairs.

Don’t worry about having enough seating for everyone; fewer seats will encourage mingling.

[ ] Display food.

One to two hours before guests arrive, set out appetizers and snacks that won’t spoil., wrapping them tightly. Tear off the wrap when the first guest rings the doorbell.

[ ] Greet guests as they arrive.

Things should be organized so you’re free to mingle, not tied to the kitchen.