Party Planning Checklist

By: Vanessa Greaves

There are parties thrown together on a whim and there are parties that take weeks or more to orchestrate. This handy guide organizes a typical party planning timeline--tweak it to suit your event.

More Planning Advice

Party Ideas

Party Recipes

How to use this guide: This planner begins two to four weeks from the date of your party.

Start at four weeks out if your party falls around major holidays or if you have equipment rentals
Start at two weeks if your plans are less complicated
You can even start at one week or less if you're having your pals over for potluck; just look back through the list to see if there's anything you should include on your modified list

Note: not everything on this list will relate to your particular party. Polish the silver? Are you kidding me? But it might be nice to remind yourself to charge up your camera and buy ice.

The Plan

Two to Four Weeks Ahead

Create a budget
Draw up a guest list
Choose a location
Decide on a menu: appetizers, main dishes, side dishes, desserts, beverages
Send invitations (four weeks ahead for major holidays)
If you're cooking, make as much as you can ahead of time to minimize kitchen time on party day. Make a timeline for cooking, freezing, thawing, reheating, etc.
If it's potluck, assign the dishes
Birthday party? Order the cake if you're not baking it yourself
Reserve rented items such as plates, cups, glassware, coffee urns, tables, chairs, table linens, serving pieces, etc. (It's especially important to book early for busy holiday seasons.) Arrange for delivery on party day
Hire help for kitchen, serving, or bartending if you have a large group

Two Weeks Ahead

Assess serving pieces and utensils if you're not renting
Assemble party favors, if desired
Start compiling party music, games, and other entertainment

One Week Ahead

Review menu preparation timeline--are you on target with make-ahead dishes?
Purchase non-perishable food items and candles, firewood, etc.
Finalize RSVPs

Three Days Before

Clean house
Polish silver

Two Days Before

Purchase fresh meats
Make sure camera is charged and ready
Wash wine glasses and other glassware if you're not renting

One Day Before

Purchase fresh produce
Clean and press table linens if you're using your own. To prevent creases, drape pressed linens on the table instead of folding them
Set table or decorate buffet
Set up the bar
Lay out serving pieces and utensils
Purchase and arrange flowers
One more quick run with the vacuum cleaner and dusting cloth
Stock plenty of toilet paper and put out the guest towels

Party Day

Purchase fresh seafood
Take delivery of rented equipment
Buy party ice
Chill beer and wine (if necessary), make punch
Garnish party platters with fresh herbs, edible flowers, and fruit
Put finishing touches on decorations
Eat something light before guests arrive
Spin the tunes and greet your guests

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