I remember my first party after college. I bought beer and potato
chips. Then I verbally invited lots of friends. And they all showed up with nowhere to sit.
I think we had a good time, but it was not my finest moment. So with a checklist like this
one, I can now provide great food to eat, an assortment of drinks and ample seating for all
my guests. And with all these details carefully planned and organized, I will be sure to
enjoy my own party.
4 weeks prior to party or earlier
Select a day and time
Select a location (select an alternate in case of rain) and reserve if necessary
Obtain necessary permits
Pay deposits as necessary
Determine parking
Select a theme
Create an invite list with email or mailing addresses
Create or purchase invitations (and stamps if mailing)
Create a food shopping list or discuss menu with caterer
Create a beverage shopping list and determine need for ice or coffee brewing or discuss needs with bartender
Assemble recipes if not using a caterer
Determine if a grill is needed; does it require gas or charcoal
Determine chair and table needs; rent if needed
Determine linen and serving needs; rent if needed
Determine table place settings (paper, plastic, china, glass); rent if needed
Determine music needs: table for DJ, space for band, location of speaker system, electrical requirements; hire/rent if needed
2 weeks prior to party
Purchase or assemble decorations
Purchase or assemble supplies: candles, table centerpieces, paper hand towels for bathroom, bug spray if outdoors, games, extra trash receptacles and liners, recycle bins, etc.
1 week prior to party
Check RSVP’s for food quantity
Follow-up with caterer, bartender and entertainment
Shop for food, beverages and last minute party supplies
Clean house if needed or check on cleaning needs at party location
Check for lighting needs at party location
Charge batteries for cameras
Day of Party
Set up tables and chairs if needed
Set up decorations
Set up games
Check bathroom facilities; provide extra toilet paper, hand towels, waste basket
Prepare food if not using a caterer (can begin day or two before on some items)
For Potluck party: provide ample table space and extra serving spoons, hot pads for dishes
Prepare grill if food is to be grilled
Set up Beverage table with cups, drinks, ice, etc
Have camera(s) ready to go
Bathe, change clothes and prepare to greet your guests
Have final payment and gratuity to any caterers, bartenders or entertainment ready
