Party Planning List
Table of Contents
2 months before the party
Decide on type of party
Decide on food and beverages
Decide on party theme
Estimate the amount of guests
Set a date and time
Decide on party venue
Decide on the RSVP date
Book location
Make a shopping list
Set your budget for the following
Party decorations
Food and beverages
Caterer
Invitations
Accomodation
DJ
Photographer
Tables & chairs
Other miscellaneous expenses
4 to 6 weeks before the party
Compile guest list
Order invitations
Buy or rent decorations
Contract Caterer
Contract a local florist
Contract DJ
Contract party entertainment
Contract professional photographer
Check permits (liquor, parking)
Plan the menu
Get help to organize the party
Mail the party invitations
1 to 2 weeks before the party
Confirm staff
Finalize space layout / seating arrangement
Finalize party decorations
2 to 3 days before the party
Clean the location or look into cleaning companies
Start decorating
Gather supplies and equipment
Shop for last minute supplies
Touch base with Caterer
Touch base with florist
Touch base with DJ
Touch base with party entertainment
Touch base with photographer
Make arrangement for cleaning up
The day of the party
Finalize the decorations
Instruct staff
Instruct caterer
Instruct DJ
Instruct photographer
The day after the party
Clean up
Send thank you cards
Pay final bills
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Presented by:
Kimberly French
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Who it's for
This Party Planning List is for anyone who wants a simple, practical way to get things done without missing steps.
- Avoid forgetting - keep all your Party Planning List essentials in one place (external memory)
- Save time - start from a proven Party Planning List structure instead of a blank page
- Stay on track - track progress, come back later, and keep momentum
- Coordinate with others - share the list and divide responsibilities
- Learn the process - follow the steps in a sensible order, even if it's your first time
How to use it
How to use this Party Planning List
- Save Party Planning List to your free Checklist account so your progress is saved and synced across devices.
- Customize it in the app: remove anything that does not apply, then add your own details for Party Planning List (dates, sizes, addresses, notes).
- If others are involved, invite them to collaborate and divide responsibilities.
- Work through the list: check items off as you go, and set reminders for time-sensitive steps.