Party Planning Checklist

Don’t panic if you don’t have 4 to 6 weeks to plan your party; the timing is just a helpful guide and to-do list. 

4 to 6 Weeks Before:

• Set the party/event date
• Prepare your guest list
• Mail invitations or e-mail invitations (we like Evite Party Invitations), or call guests to invite them
• Plan party menu and grocery list (or hire a caterer/reserve a function room/restaurant)
  • Will you need serving help?
• Check out our recipes and menu ideas 
• If needed, purchase thank you notes and stamps

3 Weeks Before:

• Create a timeline for preparing your chosen recipes
• Try out any new recipes to make sure they’re as tasty as they sound
• Prepare any items that can be frozen
• Arrange to borrow, rent, or buy serving pieces and other items that you might need, such as platters, glasses, flatware, table linens, a sound system, tables, chairs, etc.
• Plan and select decorations, party theme supplies and hostess gifts (if any)
  • Check out our Murder Mystery Game Resources for links to party supplies sites and more
• Enlist other family members or friends in helping with party preparations and on party day
• Plan party activities (birthday presents and cake for example)

1 Week Before:

• Set the table, as a trial run, to make sure you have all the dishes and serving utensils you’ll need
• Call or e-mail guests who have not yet RSVP’d to see if they plan to attend, and also follow up with guests who have offered to bring a menu item
• Make space in the refrigerator or freezer so you’ll have room to store groceries
• Confirm all arrangements (rentals, catering, etc.)
• If the party is in your home, start cleaning now instead of the day before the party

4 Days Before:

• Purchase all remaining groceries and beverages
• Prepare and freeze/refrigerate food items that can be made in advance
• Select/purchase your outfit

1 Day Before:

• Purchase any last minute perishables, such as salad greens and fresh bread
• Pick up fresh flowers (or have them delivered)/centerpieces
• Pick up (birthday, anniversary) cake, if it is not being delivered on party date
• Pick up and set up rental equipment, tables, tents, etc.
• Coordinate last-minute arrangements with caterer/helpers
• Wash and prepare salad greens and other vegetables, and blanch vegetables for crudites (keep these wrapped in paper towels). Refrigerate all separately, in airtight containers.
• Thaw frozen party foods
• Get out serving pieces, tableware, silverware, etc.
• Do final cleaning

Party day

• Decorate
• Prepare and arrange remaining food
• Set up the bar
• Set up dining tables (buffet table)
• Place flower arrangements
• Chill white wine and sparkling wine
• Finish preparing food
• If opening gifts at celebration, have a pen and paper, preferably a clip board nearby to track gifts received
• Dress in party outfit

Consider…

• Place cards/name tags
• Sign-in table with pens (if this is a large party)
• Coat check signage
• Gift table
• Signage/banners: welcome sign at entrance for example
• Balloons
• Lighting
• Streamers
• Party favors
• Guest towels, soap, extra toilet paper and supplies
• Other: ________________________________

Party Planning Checklist Resources: marthastewart.com and partyshelf.com

I hope you find this list helpful.

Susan
Chief Imagination Officer & Creative Director