Why a Party Planning Checklist is Important
Many of us plunge right into throwing a party without proper planning. We don't write out a party planning checklist of things we need to do and when they need to be done, things to buy, etc. then we wonder why things are forgotten and we become frantic as the guests arrive—and feel exhausted when they finally leave. That's why a checklist is so important.
The first thing on your list should be a budget for your party expenses. Setting a ceiling on your spending gives you a good idea of how many people you can afford to invite. once you've determined that then (on a separate piece of paper) write down the names of your guests. unless you plan to phone or e-mail them, you'll need to buy invitations, write them out and mail them—and this will all have to be done well in advance to give them time to check their schedules and respond. if it's a formal party, you'll need to mail out your invitations three weeks beforehand. Guests should then be given two weeks to RSVP, letting you know if they will attend or not. Hang onto this list and cross through the names of those who can't make it.
On your actual checklist, write down where the party will be held. if it's a hall or other rental facility, include the cost and confirm that you can actually book it for that date. Shop around a bit and find a large enough place at a reasonable price. Write the contact person's name and phone number on your list, as you'll need it when asking questions later. Tables and chairs should be included in the price but if they're not, you'll have to arrange to rent those as well. Also, unless you plan on doing all the cooking yourself, add a list of caterers and their phone numbers and how much it will cost to feed your guests. even if you're hosting a party in your home, you might find it much less stressful to order food in. Add up the cost of cooking supplies and food for a do-it-yourself party: it may be just as cost-effective to have a catering service take that off your shoulders.
Other important things you should have on your checklist are reminders to buy supplies like paper plates, napkins, eating utensils and cups—as well as how much each of these will cost. and don't forget to plan for and price out beverages, both alcoholic and non-alcoholic. you also need to decide whether you'll be giving party gifts to each of your gifts. if so, add those and their costs to the checklist. are you still within your budget? if so, good for you!
The exact details of your checklist will vary greatly depending on the nature of your party and how much you can spend, but clearly, creating a list—and faithfully doing each task and ticking it off when its done—will help you stay organized and avoid last-minute panics. this will allow you, the host or hostess, to actually relax when the day of the party arrives and enjoy the festivities along with the other guests.