May 28, 2024

Planning for parties but not sure where to start? Take the guesswork out of planning with our easy-to-follow party planning checklist. Our venue experts have presented the key steps to help you host an unforgettable event without breaking a sweat. De-stress and get the party started with our comprehensive Events for Parties’ checklist. Let’s go!

The ultimate party planning checklist:

1 month or more ago:

Please select a date and time

Think of dates, but don’t limit yourself to just one day. Be flexible and see if your most important guests can accommodate the dates you choose. If you want to hold it at your favorite place, check in advance if you can rent it on the day.

Decide the topic

Decide what kind of party you want to host and book/decorate the venue accordingly.

Plan your guest list

Start deciding who to invite. Keep in mind that expected attendance is usually around 70-80%.

Decide on a budget

Be realistic and focus on where you want to splurge and save.

Rent a venue or host your own

Choose to host the party at a specific location or at your home. Consider how many guests you want to invite and what activities you want to organize. While hosting at home can save you a lot of money, renting a venue can make life easier and less pressure. Tag venue comes free venue finder helps you choose from a wide variety of venues.

Book entertainment and extras

DJs, bands and photo booths are all popular options. However, please let the Event Director know your plans ahead of time.

Arrange a home-cooked meal or hire a caterer

Consider everyone’s needs. Do your guests have allergies or special dietary requirements? When cooking, put together a menu that is easy to prepare and suitable for all guests. If you use an outside caterer, start suggesting menus before you do, tell us all the important details.

Invite guests

The invitation should include the date, time, dress code, and party theme. In addition to paper invitations, you can also create a dedicated event page on social media such as Facebook. This allows you to further inspire your guests, add excitement to your party, and maximize attendance.

Get help ready

If you are renting the venue, please check the contact information at the venue. If you are organizing at home, be sure to ask a few friends to help out on the day.

3 weeks ago :Plan the details

Search Pinterest, blogs and magazines to find decorations and party ideas that match your theme.

Develop a program

Try to create a rough schedule for your party. It not only checks to see if the event has enough activity, but also gives a general overview of how the party should go.


After placing a big order, it’s time to focus on the little things. Cakes, DIY decorations and party favors are very popular at parties. Create a seating chart as needed. If you have more than 50 of her guests, this is worth considering. Evenly distribute the people you know and the people you don’t know so that they mix. For more ideas, check out our blog post on seating arrangements.

1 week ago: follow up

Call or email guests who have not yet responded to their invitation.

A complete DIY project

Do you want to design your own decorations or complete her party plans? Invite your helper friends for a fun pre-party.

Create a party playlist

Music sets the tone for the rest of your party. Try to fill in the ground early on, but don’t waste all your biggest marks first! Build atmosphere while keeping things light.

Confirm all deliveries and pickups

Make sure everything you need has been ordered and will arrive before the big day.

Talk to neighbors

If you’re having a party at home, call your neighbors and let them know you’re having a party. Communicate with them to see if they have certain boundaries or desires, and to help them plan outings on their own.  Of course, you can always invite them to a party.

Day before: Receipt of rent and flowers

Collect your orders and make sure everything is ready for your big day.

Buy last minute items

Did you forget something or realized you needed an extra item at the last minute? Now’s the time to buy!

Charge the camera

Imagine not being able to capture the best moments of your party! You can prevent this by fully charging your camera the day before.

Review party schedules and checklists to resolve any outstanding issues

Party planning is a long process and of course some things can get overlooked. Go through your list and complete the remaining small tasks.

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