Party Planning Checklist
Every party small or big always needs a proper planning. Providing some general key requirements checklist for Indian party planning that one should refer to. An event could be a get-togather, official meeting, occasion (birthday, anniversary, halloween), kitty party.
Party planning depends on a lot of factors based on requirement and needs. Host needs to think who is the audience for party like kids or adults, party is at home our outside. Using a party planning checklist and creating an event timeline are just some of the many things you can do to make sure everything goes smoothly. Even if you don’t have any experience with party planning, you can still throw a memorable get together. Decide in whether you can do various stuff on your own or you need someone to do it like making food, decoration etc.
starting on planning checklist is easy
To make it easy just try to remember a party you have attended. Just scroll your mind to the start when you entered the venue and take notes what all you saw and did during the time you were at venue. These minute details would make a basic starting checklist.
the vague idea
- are you sure about doing the Party
- decide on your Budget
- Event Date
getting started (2 to 3 months before the party date)
- Guest list
- think about the Theme
planning up (1 to 2 months before the party date)
- Rooms to be booked/arranged for Guests
- Party Venue
- parking facility at venue
- food & stay for maids, drivers
- Time of Event - depending on season timing of event is decided. Like in summers night time is good and in winter season day/evening time is good.
- invite cards - printed or digital
hurry up (2 Weeks to 1 month before the party date)
- #hashtag
- game required as per age group
- create welcome cards
- Next Day planning for Guests staying overnight
- Reaching on Time to Venue (do plan how much time it takes to reach venue, how far it is)
- Plan where to Get ready and makeup
- Plan how much time you have on the Party Day before Party starts
- plan for Grand Entry for the person/couple of the day
- Photographer
hurry up (1 Week before the party date)
- share location venue with guests
- create reminder message
- Security of Gifts received (it is necessary keep on eye on the stuff you receive as gifts from guests. appoint someone who you trust as sometimes such gifts gets misplaced or stolen)
action time (0 to 3 Days before the party date)
- share location venue with guests
- send reminder message
the D Day
- send reminder message
party time
- give welcome cards
kudos to you (Day after the Party)
- send thankyou messages
- The rest day for You
other things to consider
- decor - balloons, signage, backdrops, flowers,
- food
- Waiters - their dress code
- dress code for party/event
- host dress (family dress code)
- any DIY stuff
- cake
- any Chief Guest
- stage host
- singer, DJ,
- activity stalls - tattoo
- activities
some basics
When planning a party, get the basics down first:
- Who is the party for? (business, family, friends)
- What's the reason for the party? (theme, birthday, special occasion)
- When is the party?
- Where is the party going to be?
- How many people are you inviting?
- What type of party is it? (brunch, lunch, dinner, dessert, buffet, sit-down meal)
Let's start planning
Use this party planning checklist to guide you through the details:
- Make list of people to invite
- Mark the date on your calendar
- Send invitations (by mail, e-mail, or phone)
- Plan the menu, including the beverages
- Make shopping list (food, paper goods, decorations)
- Plan cooking schedule: Determine what can be made ahead and frozen, day before, and that day, and what you are buying already prepared
- Make list of equipment needed (rental chairs and table)
- Plan the layout of the rooms. (Make sure all the food tables are not right on top of each other to ensure smooth flow for people to mingle.)
- Plan music
- Plan lighting
- Buy or make a centerpiece or other decorations
- Check your stock of cleaning supplies for before and after the party
- Make sure you have all the platters and serving pieces you'll need
During the party
Here are some things to think about for your guests:
- Coat rack (hangers or a separate room to put coats)
- A place to put boots or umbrellas
- Ice, ice bucket, ice tongs, or scoop
- Cocktail napkins (2 per person)
- Candles
- Paper towels
- Extra toilet paper
- Plates (appetizer, salad, dinner, dessert) - you can order deli trays for your party!
- Glasses (water, wine, mixed drink, beer, soda, coffee); some beverages can use the same type of glass
- Silverware (Think through each course; a fresh spoon or stirrer is necessaryfor coffee.)
- If grilling, check the tank, charcoal, lighter fuel, bug spray, and citronella candles
- Coffee and assortment of tea bags
- Cream and sugar
- Salt and pepper
- Wine, beer, and soda chilled
- Wine and bottle opener
- Bar garnishes (lime, lemon, olive)
- Charged camera battery
- Garbage bags
- Dishwashing soap
- Club soda (for any thing that may spill, a great spot remover)
- Space to chill beverages. It takes beer, wine, and soda 20 minutes to chill on ice. A large tub or cooler can be used in a back room.
Take party notes
At the end of the day, parties are all about bringing people together and having fun. Keeping this in mind throughout the process and using it as a compass as you make your major party planning decisions is a foolproof way to throw one of the best parties of all time.
After any party, it's a good idea to record in a journal how much was left over and what people liked and didn't like. This information will be a big help when you plan your next gathering. Think of your party journal as a reference to look back on when you are trying to remember your boss's favorite drink. That way you can have it at the next event.