People like parties and today, that’s a great excuse to spend time together, especially when you have something to celebrate. Yet, being a guest at a party is not the same as organizing it. Besides numerous ideas which you need to filter when deciding on a party’s theme, you need also to plan it thoroughly to avoid awkward situations or possible disasters.
That’s why developing a checklist for party planning is a must from the very beginning. Our ultimate guide is a one-fits-all planning checklist which was tailored for a diverse range of events. We have developed it using all the basic steps you need to make to get a brilliant result. So, enjoy it and get the reputation of the greatest party host ever.
What Do I Need to Know Before a Party?
The first thing to consider when planning a party is the reason why you decide to invite guests. It’s clear that your baby shower party may be completely different from the retirement party of your friend. The same applies to the selection of guests, their number and gender.
However, that is just the first step when you start to plan a party. Then you have to follow the secret recipe of every party: keep everything in balance, from the basic theme to the menu and entertainment ideas. Everything should be complementary. If you miss even a single step, the whole empire will be ruined in the end. So, using a party planning guide checklist is a must.
Let’s go through the main steps of the preparatory stage of your party planning ideas first.
Choosing a Venue that Suits the Occasion
There is a wide range of venues which may suit your ideas. The most obvious is to rent a cafe or a restaurant. That is good for a retirement party, a jubilee celebration, or an engagement party. A place like that is quite official, yet it offers ready-made catering, served drinks, and client service.
For a children’s party i.e. a toddler birthday party, it is better to make it right at home, of course, if your courtyard and living room are spacious enough to accommodate all the guests.
As for the summertime, it is also worth considering some open-air venues to hold a party.
Setting a Budget for a Party
The next thing to take into account in your planning list for a party is the budget. Of course, if it is limitless, that’s OK; but more often you have to calculate all the expenses so as not to exceed them. The simplest way to plan the budget is to define the number of guests and the most considerable expenses like booking the venue, catering services, decorations, and entertainment. Besides, you can simply plan the budget by setting an amount you can afford per guest and allocate the budget according to this.
Selecting a Date and Time for the Event
So, the next point in your party event planning checklist is selecting the date and time. We have some tips for you on that matter.
- For baby showers, kids’ birthdays, and barbecues, noon time is the best. That helps kids, pregnant women, and guests to stay refreshed and not get tired.
- When you plan an engagement party or a bachelor/bachelorette party, the evening is the #1 choice. Yet, it is better to throw the latter party a couple of days before the wedding to allow a groom/bride to rest a while after so much fun.
- For Christmas, Halloween, New Year's Eve, or Independence Day parties, late night is a typical time. So, you can schedule their start to almost midnight.
Be sure that you plan an event on weekends as lots of guests may refuse to visit it on business days. Besides, it’s not a good idea to plan a private party devoted to some family events or friends’ special dates on public holidays. At this time, you may simply get into trouble with booking a place. Besides, stores will get too many orders at that time, so it can also be troublesome to get all the necessary party supplies.
The Planning Process: What to Consider and Keep in Mind
Let’s go further and learn how to plan a party in the next stage. This is a preparatory step which helps to start the invitation process.
Creating Invitations
Today, you can do this both online and offline. The first option is great for music parties, students’ parties, and corporate events as you can develop a one-fit-all invitation form and send it via email or on social networks.
When we talk about more traditional events like engagements, weddings, or jubilees, it is better to write paper invitations which will be designed in the party’s theme and will remind the addressee about the very special date.
When you create an invitation, make sure all the necessary info is indicated in it including the following features:
- Personal appeal, listing all the family members or a person you invite by name.
- The venue and the date of the event.
- The event itself and its theme (if it is a themed party).
- Exact start time.
- Dress code requirements (if needed).
Choosing Party Activities and Entertainment
At this stage of development of your party planning list, it is necessary to decide how you’re going to entertain your guests. Think of some activities to make sure the party program is full, and there are no time gaps when guests will need to occupy themselves.
To select party activities, decide on the theme, the audience, and the planned timeline. For children, it can be a good idea to hire an animator, while college students will be happy with a bartender’s show or a DJ’s set.
Write a Shopping List for Your Party
Every party requires lots of party supplies from napkins and disposable tableware to food and drinks, party decorations, additional prizes or gifts for guests. It is better to indicate them all in your party planning checklist. That’s what you won’t overdo, as getting extra supplies is better than experiencing their lack during a party.
Party Decoration Ideas
So, the big day is coming. You have to take care of a special atmosphere and think of the decorations! Do not forget to include them in your to-do list for a party.
Choosing a Good Party Theme
The theme is a basis for your ideas on how to decorate a party. Sometimes, the theme simply lies on the surface like Christmas decoration ideas, Halloween, or baby shower party décor. Although, sometimes the theme should be invented and agreed upon with the hero of the occasion. For example, for a girl’s birthday, the theme of unicorns, My Little Pony heroes, or other cartoon heroes can be relevant, while for a teen, you need to dive deeper into their musical tastes and current idols in their subculture. So, it is better to do some research and select a theme which will be both interesting and relevant.
Choosing a Color Scheme
The next stage for planning a party checklist is to decide on a color scheme. That is crucial, as colors have a psychological background, and their proper use works effectively in favor of your ideas. As usual, kids love bright colors, rainbow-themed parties, or marshmallow-rose colors for girls’ parties. For older audiences, the choice of colors may vary. You can take into account their preferences and tastes to meet their expectations or just get some inspiration from various references i.e. on Pinterest.
DIY Decorating Ideas
Lots of things can be bought for a party. Yet, there are quite a few which you can do yourself. What can come in handy in your preparation routines?
- Balloon garlands and arches. You can do them easily and use them for almost every occasion.
- Flower compositions and bouquets. It's always a good idea to use fresh flowers at your party.
- A disco ball to create the atmosphere of a nightclub. There are lots of DIY party planning ideas on how to make it.
- Apart from that, you can create paper decorations.
All of that requires less effort and money to spend, yet the effect will be impressive.
Food and Drinks
People love partying and that includes some meals and drinks. It unites people and works as an icebreaker. So, planning a menu is a must too.
Planning a Menu for a Party
To consider the menu, just imagine how much time people will be sitting at the dining tables. As usual, there are several typical menu types which are appropriate for parties:
- A casual dinner which is a starting stage and after that people entertain, communicate, and dance.
- A buffet with multiple snacks and refreshments available during the party.
- A candy bar which suits birthdays, baby shower parties, and weddings with small one-bite sweets.
- A cocktail bar with multiple drinks and some amuse-bouche.
The choice depends on the planned activities and the age of the audience, as young guests may be bored by traditional dinners while older guests won’t be happy standing all night long at a buffet.
Catering vs Self-Catering Options
The most convenient thing for a party is to order catering services with prepared meals offered by a café or restaurant. Yet, if you want to save money and test your cooking skills, self-catering can also work great. Especially for barbecues, fresh salad bars and themed one-bite meals.
Selecting Drinks to Serve
Will your party be alcohol-free or do you want to impress guests with great wines, champagne, and cocktails? It is better to provide a mixed choice of drinks and beverages to meet everyone’s expectations. Besides, you can make a true bartender’s show if you have skills in mixing cocktails or have a pro who can do it for you.
Party Activities to Include in Your Party-Planning Checklist
Parties are the greatest way to mingle with people and promote communication. That is what you can do with the help of entertainment and activities.
Planning Entertainment for a Party
Besides eating and drinking, people will gladly take part in some activities during the party. You can develop a really entertaining program with special guests, artists, and performers or simply focus on good music. That can also be OK if all the guests are well familiar with others.
In case the audience is diverse, and you need to entertain them all, it is better to hire some performers or involve the toastmaster to drive the party.
Different Types of Activities for Various Age Groups
The choice of activities in your party planning checklist template can vary greatly. You can include games for children, some traditional tricks or competitions, musical performances or animator/toastmaster’s sets. Besides, there are win-win ideas for party entertainment, like as follows:
- Stand-up comedy performances,
- DJ’s sets,
- Cocktail shows,
- Air bubbles show,
- Chinese lanterns show,
- Chocolate/champagne fountains.
How to Incorporate Games and Icebreakers
To make the whole party run flawlessly, it is better to plan its timelines accurately. You need to mix various activities to make guests engaged and entertained. Thus, it is better to mix active parts with more calm ones and make some breaks for a coffee, cocktail, or a shot of a drink while partying.
The most effective way is, no doubt, to plan everything in advance, allowing for flexibility and a bit of improvisation. That usually helps to adapt the scenario to the guests’ mood and atmosphere.
What You Should Not Forget When Planning a Party
As you can see, planning a party is not a piece of cake. That process requires preparations and thought-out planning of each detail. Thus, our party checklist template may save you nerves and time. Just try it once to understand that you can keep everything under control easily and throw parties which will impress everyone.
