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
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