Planning a Party Timeline

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Party Planning Timeline

Planning a party takes a lot of time and effort. To help you keep on track and make your party planning more successful and a lot less stressful, we've put together this checklist of items that will help make sure your event runs smoothly.

Initial Planning

  • choose a date, time and location for the party
  • decide on the number of guests and develop a guest list
  • decide on a budget and who will pay for what
  • interview caterers
  • send out "save the date" notices

1 + month before

  • compile names and addresses for the guest list
  • confirm venue / dates
  • research accommodation options for out-of-town visitors (if required)
  • hire entertainment and photographer (if required)
  • design and print invitations

2+ weeks before

  • shop for decorations and party favours needed for your party
  • finalise guest list
  • send invitations (weddings and large-scale events earlier)
  • decide on the food and beverage menu with your caterer
  • decide on costume or outfit to wear
  • organise equipment rentals (tables, chairs, sound equipment, marque, glasses)

Party week

  • call any guest who hasn't responded
  • confirm final numbers with caterer
  • pick-up decorations
  • clean the house, party room or venue
  • mow lawn, clean-up yard

Day before

  • confirm pick-up/drop off times with all vendors
  • drop off items at venue
  • prepare seating chart or name tags
  • prepare cheques or final payments for all vendors

Day of the party

  • coordinate set-up, service and clean-up with caterer and service staff or volunteers
  • decorate the room
  • remember to eat and drink plenty of water
  • take time out to relax (at least 2 hours before the party begins)
  • enjoy the party
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