Party Planner Checklist

6 to 8 weeks before:

• Review the budget for the party
• Make a list of people planning to invite
• Plan menu
  • Order catered food*
  • Organize recipes
  • Make grocery list
  • Make a list of non-perishable items
  • Divide nonperishable food into the number of weeks to party. Purchase items on the list every week
• Plan colors for the event and decorations needs

Five weeks before:

• Check serving dishes, linens, and silverware or paper supplies you need.
  • Add needed items to the shopping list.
  • Reserve any needed rental equipment: chairs, punch bowls, serving dishes, etc. *
• Buy or make invitations.
• Review the budget; record the items purchased.
• Plan decorations and add needed items to the shopping list. Make a project page for decorations you are planning to make yourself.
• Add project supplies to the shopping list

Four weeks before:

• Send invitations
• Plan centerpieces–Order or make a project page if making your own.*
• Add needed supplies to the shopping list.
• Plan games, activities, prizes, and favors
  • Add needed items to the master shopping list.
  • Make a project page if you are making your own
  • Note where instructions are found for games/activities, or copy and insert them into your notebook.
• Plan the clothing you are going to wear
• Reserve rooms for out-of-town guests*
• Confirm any reservations, catered food ordered, or rental equipment requests you have made for the party.
  • Pay fees
• Continue to work on homemade decorations, favors, etc.
• Review menu lists for missing items–coffee, ice, sugar, nuts, etc.

Three weeks before:

• Wash and press linen*
• Polish silverware–if not using plastic
• Clean candlesticks*
• With the menu in hand, identify the serving bowls you are going to use*
  • Purchase or borrow any needed items
• Plan table settings: place cards, napkin rings, napkins*
  • Add needed items to your shopping list
  • Make a project page if you are making your own
• Continue working on homemade decorations, favors, etc.
• Review budget: record the items you purchased
• Baked treats*
  • Place dry ingredients in a plastic bag and tape the recipe to the outside.

2 weeks before:

• Create a cooking schedule. Note the cooking times of planned dishes and mark the time each dish needs to be started. Post on bulletin board or refrigerator.
• Review RSVPs. Make place cards.*
• Continue working on homemade decorations, favors, etc.
• Review budget: record items you purchased
• Wash, press, and polish the clothing you are going to wear
• Make a party schedule: start time, the order of games, the time meal to be served, etc.
• Purchase film, batteries, etc.

One week before:

• Wash the plates, silverware, and bowls you are planning to use.
• Bake cookies etc.
• On a slip of paper, write the name of a dish you are going to serve and the time needs to be started, and place it in a serving bowl with
  • measured dry ingredients in a plastic bag
  • recipe card
• Organize games and review instructions
• Complete homemade decorations, favors, etc.
• Review budget: records items you purchased
• Wrap gifts
• Clean house

Day before:

• Chop vegetables and prepare salads and soups that can be made ahead*
  
• Set the table
• Decorate if permitted
• Purchase ice
• Make vegetable and dessert plates. Refrigerate. *
• Pick up ordered food

Day of:

• Decorate
• Pick up rental equipment and floral arrangements*
• Review party schedule and follow
• Follow the cooking schedule*
• Prepare cameras and recorders.
• Relax and enjoy it!

*You may not need to do all the items on the list.

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