Here’s a 4 step basic party prep checklist to help you accomplish everything that you need to achieve in order to host your party effectively! I’ll break it down into timeframes so that you can check tasks off based on the necessary timeline.
Keep in mind, I planned my wedding in 3 days so while some planner’s checklists will state that you need to have logistics confirmed 6-8 weeks in advance, my list is much more binary. Once a step is handled, move on to the next step to plan your party on whatever timeline you’d like!
Step 1: Logistics
Confirm what you absolutely need to know in order to make the party happen. This includes information like:
- Party date
- Party location (an address that you can send to guests)
- Timeframe for guests to attend
- Timeframe that hosts and hostesses are allowed to setup onsite
- Budget
Step 2: General Ideas
Now that you know what date your party will be on, and where it will be you can choose a theme that’s suitable for both of those items. Your guest list will also be affected by the necessary constraints of party location.
- Reach out to hosts or hostesses that want to participate in brain dumping
- Choose appropriate theme for the event, time of year, and location
- Confirm guest list limitations, or goals, for the event. This is more of a general idea so the theory that you can host 40 people total and 8 are hostesses for the bridal shower, that kind of thing.
Step 3: Invitations
By far, the hardest part of planning a party to me is the guest list. Blame it on my social anxiety, I want everyone to feel loved and included. That sometimes leads to other people’s discomfort, losing the vibe or aesthetic of the party, things like that. I consider the invitation process to be the most important part of your party… and not because the invite is supposed to match your theme in some way, shape or form! Brownie points if you nail that aesthetic, though.
- Using your guest limitations or event goals, create a guest list.
- Design your invitations. I like to save a tree or two and use Canva for digital invitations. Etsy also has lots of templates for digital or printable customized options.
- Make sure your invitation includes the date, time, and address of the event!
- Send the invites to your guest list!
Step 4: Details
This is where a lot of people get stuck. There are so many options for a party, and you can be as “extra” as you want. Here are the basics you need to cover. How specific or extra or fun that list becomes is completely up to you.
- Food- pick appropriate food for the time you’re hosting the party. I tend to plan my children’s party times between meal times for this reason.
- Drinks- water is a basic human necessity. The rest is lagniappe.
- Serving ware- forks, plates, cups, big spoons. How will people consume the things you’re providing for them?!
- Decor- balloons, backdrop, tablecloths, centerpieces, etc.
- Entertainment- music, party games, etc.
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