Tuesday, February 2, 2016

How To Plan A Party Checklist

The key to successfully throwing a well planned party or special event has to do with good planning, organizing and management.

To start, write down the theme of your gathering and focus on fun and meaningful theme related activities. Next consider your budget. Write a shopping list with budgeted items. 

Create a Party Supplies Shopping List
Create a Decor Shopping List
Create a Perishable Foods Shopping List
Create a Stationery Shopping List

You find sample Budget and Shopping Lists using Fimark's Family Reunion Planner Social web app. 

Take the time to compare prices online. You'll find a great place to start at www.fimark.net. Buy non-perishable goods out of season. January - March is a great time to buy bulk party goods.

Put together a timeline checklist with all the action items required to plan, organize and manage your event using the following format:

9 WEEKS BEFORE

Put together your guest list and gather addresses and phone numbers.
Order or make invitations. You'll find lovely free printables here.

4 WEEK BEFORE
Plan Your Menu
Finalize the space layout and decorations.
Using Party Supplies Shopping List purchase decorations, paper goods, and other supplies, non-perishable foods and drinks.
Contact those who will help with the party.
Address and mail your invitations.
Write a list of your background and dance music (stick with the theme of yourparty). Remember to include the song title, artist, band and year of release

THREE WEEKS BEFORE

Confirm RSVP's
Confirm attendees and telephone, text or email guests who have not responded to your invitations so you can get an accurate count of attendees for food and space requirements.

Music
Put together a music CD of background, mood or dance music

Accommodations
Make needed preparations for out of town guests such as guest rooms, hotel reservations.

Wardrobe
Pick out what you plan to wear at the party and have it cleaned.

TWO WEEKS BEFORE

Party Linens, Dinnerware, Servingware and Flatware
See that table linens are clean and ready to go. Put the linens under a bright light for inspection. Remove all stains. Decide on flatware and serving items

Security
Get locks put on your bedroom closet or lock the bedroom door itself. Don’t hesitate to secure all valuables.

ONE WEEK BEFORE

Contact your decorating team to confirm dates.
Contact vendors and other event services.

THREE DAYS BEFORE

Clean your house thoroughly especially if the party with be held there.  
Prepare for out-of-town guests to stop by before or after the party.

Make sure all appliances that you’ll be using work properly.
Touch base with contracted services.
Assign specific tasks to your committee members/volunteers.
Make preparations for cleaning up, returning equipment, etc.


TWO DAYS AHEAD

There is plenty of time to get those items you may have forgotten.
Shop for any last-minute food items  and supplies.
Begin decorating your home or party facility.
Make some party foods and freeze them.

ONE DAY AHEAD

Using your perishables shopping add last minute items and purchase them early in the day.

Food Preparation
Make cold desserts and dishes that can be refrigerated overnight.

Decor
Decorate at planned. Move furniture and put away delicate items that could suffer damage.

Set up serving tables.

DAY OF PARTY

Lock up all your breakable and valuable possessions
Finalize the decorations and place settings.

Call all help together and give motivational instructions
Set up an area in or near the kitchen for returning used dishes and waste.
Clear dishwasher for use as needed.
Chill all cold beverages.
3-4 hours before event start cooking.

TWO HOURS BEFORE EVENT

Turn on relaxing upbeat music
Light a candle and take a relaxing bath or hand shower. 
Enjoy the moment.
Put out your clothes and shoes.
Fill the home or facility with natural scented fragrances if desired.

ONE HOUR BEFORE

Mix the punch and put out the punch bowl, drinking glasses and napkins.
Set out cheeses and non-perishable appetizers and snacks.
Prepare to greet your guests as each arrives.
Point out the areas of your home or facilities they can help themselves to such as the coat room, closets, guest room, bathroom or restroom, finished basement, etc.

Serving
Serve drinks on the top of the hour that your party is scheduled to begin.
Serve dinner at scheduled hour.

Happy Party Planning!