The Ultimate Party planning checklist:
A step-by-step guide to putting on an awesome event
Courtesy of Tagvenue 18/06/2022
Planning a party but don’t know where to start? Take the guesswork out of your planning with our easy-to-follow party planning checklist. Our Party experts have set out the essential steps to help you host the memorable event without breaking a sweat. Leave the stress behind with our comprehensive party planning checklist and get the party started!
or even more beforehand…
Select a date and time
Keep a date in mind, but don’t narrow yourself down to just one day. Be flexible and check whether the most important guests are available for your chosen date. If you have a favourite place where you want to organise your event, it’s also good to check with the venue beforehand to see if they are available for hire on your selected day.
Decide on a theme
Decide what type of party you’d like to host and book/decorate your venue accordingly.
Plan your guestlist
Begin deciding whom you would like to invite, bearing in mind that expected turnout is usually around the 70-80% mark.
Determine your budget
Be realistic and concentrate on where you’d like to splurge and save.
Hire a venue or host it yourself
Choose whether you’d like to host your party at a specific venue or at home. Bear in mind the number of guests you plan to invite and the activities you will organise. Hosting at home can save you a lot of money but hiring a venue can also make your life easier and alleviate the pressure.
Book entertainment and extras
DJs, bands, and photo booths are all popular options – just be sure to let the venue manager know what you’re planning in advance.
Organise home cooking or hire a caterer
Consider everyone’s needs. Do your guests have allergies or special dietary requirements? If you’re taking charge of the cooking, devise a menu that’s easy to prepare and will also accommodate all your guests. If you’re using external caterers, be sure to let them know all the important details before they begin proposing a menu.
Invite your guests
Your invitations should include the date and time, dress code, and party theme. In addition to paper invitations, you could also create a special event page on social media, such as Facebook. This will inspire your guests even more and help create a buzz around your party, while hopefully maximising your turnout.
Line up some help
If you’ve hired a venue, find out who your go-to staff at the venue will be. If you’re organising from home, try and enlist a few friends to lend a hand on the day.
Plan the details
Research Pinterest, blogs and magazines for decoration and party ideas that tie in with your theme.
Devise a programme
Try and come up with a rough schedule for your party. As well as checking if you have enough activities for your event, it will also give you a general outline on how the party should progress.
Place your orders
Having placed your big orders, now’s the time to focus on the little things. A cake, DIY decorations, and party favours are all popular at parties.
Create a seating plan, if needed
This is well worth considering if you’re having more than 50 guests. Be sure to seat people evenly between those they know and those they don’t know, to try and encourage mixing.
Follow up
Call or email guests who have not yet responded to your invitation.
Finish DIY projects
Making your own decorations or finalising your party plan? Inviting your helper friends over can make for a fun pre-party!
Make a party playlist
Music will set the tone for the rest of your party. Aim to get the floor filled early, but don’t waste all your biggest tracks at the beginning! Build the atmosphere while keeping things upbeat.
Confirm all deliveries and pickups
Check that you have ordered everything you need and that it will arrive before the big day.
Speak to the neighbours
If you’re hosting a party at home, check-in with the neighbours to let them know there will be a party taking place. Communicate with them to see if they have any specific boundaries or desires or allow them to make plans to go out themselves. Of course, you can always invite them to the party as well!
Pick up rentals and flowers
Collect your orders and make sure all is ready for the big day.
Shop for last-minute items
Forgotten something, or realised you need some extra items at the last moment? Now’s your chance to buy them!
Charge your camera
Imagine not being able to capture the best moments of your party! Fully charging your camera the day before will make sure this won’t happen.
Check your party programme and checklist to tie up any loose ends
Party planning is a long process, and some things can naturally be missed along the way. Double-check your list and complete any small tasks that might be left over.
Start the party before the real party gets started
If you’re in touch with your guests on social media, it might be nice to message them on the morning of the party with some last-minute hints, e.g., weather updates. Also, remind them about the details of your party and try and create some excitement by giving some teasers and encouraging them to bring their best attitude.
Decorate
It’s time to let your inner interior designer go wild! Place flower arrangements and set up the lighting, tables, serving areas and dance floor. Remember not to inflate balloons until 1–2 hours before your event!
Queue up your music
Double-check that your playlist is queued and conduct sound checks to avoid any awkward early silences.
Welcome your guests!
Remember you’re here to party as well! Welcome your guests with a smile and enthusiasm to set the tone for the rest of the day/night.
Connect different people in the same room
Try and connect guests that haven’t met before by introducing them through interests they have in common. If you do this early on it will create a relaxed atmosphere where everyone feels like they know everyone else.
Relax and enjoy
So long as you’re organised before, there shouldn’t be many issues that arise during the party, so try to relax and enjoy it yourself. If your guests see that you’re overwhelmed, this can rub off on them and dull the atmosphere. If you can afford it, it’s always possible to leave it to the professionals and hire a party promoter as well. Just remember that your main priority is for you and your guests to be happy and enjoy the night!
Thank Yous
Be sure to thank your venue, helpers and guests. If you want to use thank you notes, order them at the same time as your invites to save on shipping costs.
Clean-up
Either with a hired crew or with your team of helpers, make sure all the equipment and decorations are taken down and you leave the venue as you found it.
Check your camera
Go through any photos and videos you took during the party and send them to your guests as a memory.
Write your own checklist
Each party is different. Use this checklist as a guide and include any extras you may need to consider for your own party.
Make sure the bar is well stocked and there’s plenty of ice
Expect each guest to have about 1–2 drinks in the first hour, and 1 for each hour after that.
Hire a venue with a built-in activity
Booking a fun venue, like a bowling alley or a karaoke bar, will simplify your event planning.
Hiring a venue? How about making a venue hire checklist too?
We’ve already touched on the fact that you may be hiring a venue that could operate with more rules than if you were hosting it yourself. In this case, it’s a good idea to come up with a checklist of things to verify with your venue before you go ahead with your event. Here are a few initial ideas:
- Ensure you have the venue manager’s contact information in case of any emergencies.
- Check what time you and your helpers can arrive to begin setting things up for the party. If you have any deliveries to wait on, check where they’ll be delivered to.
- Double-check what time you have to be out of the venue and when you should hand the keys back. Some places may let you leave things at the venue and pick them up the next day, so it’s important to check.
- Verify for how long alcohol and drinks can be served and when music should be stopped.
- If the venue offers parking, get all the necessary information about location, price, valets and collection.
- Check with the venue manager about where rubbish should be disposed of and whether or not the venue recycles.