A Party Planning Checklist really is a good idea.
It's surprising how many people plunge into preparing a party with no concrete plan of what they need to accomplish and when these things need to be done by.
They don't even jot things down on a simple checklist.
Part of the reason people do this is because they think throwing together a party is a no-brainer.
After all, they've hosted parties before, right? Right, but as we have all had occasion to learn, doing a party without a plan can make even more work-not to mention the stress and last-minute setbacks.
The first thing you should write down on a piece of paper is "Budget"-and beside that write the total amount of money you can afford to spend on the party.
Food will be the biggest single expense on your list, so start your list by jotting down how much you can spend on food.
(As you add other categories such as invitations, decorations, rentals, etc.
, estimate the amount you'll spend on each of these as well.
) Creating a food budget lets you know how much food you can provide which will automatically let you know how many people you can afford to invite.
You will need to write out a list of guests on a second sheet of paper.
These names should not be mixed into your budget page.
At the top of a third sheet of paper write down "To Do Lists.
" Underneath that title, on the left, write "Action" and on the right write "Done By.
" Now, unless you plan to simply phone your guests, you'll need to buy invitation cards, write them out and mail them off.
Don't forget to add postage costs to your budget page, and add "sending invitations" to your to-do page.
Give yourself a deadline, at least three weeks ahead of the party date, to mail the invitations off then allow your invitees two weeks to respond and let you know if they will be coming or not.
On your "Guests" page put a check by those who say they'll be there and cross through those names who can't attend.
Unless the party is to be held in your home, write at the top of a fourth page, "Venues and Vendors.
" On this page, make a comparison of the prices and benefits of various halls and other rental locations.
Phone around a bit and get yourself the best deal.
(This is no small task, so add this to your "to do" list.
) Make sure to write down the phone numbers.
On this same page write down a list of vendors/caterers and phone them to find out how much their food and services will cost you.
All this will give you a very good idea of whether you can afford catering and an outside location or not and whether you should (a) host the party in your home and order in catering or (b) host the party at home and cook the food yourself.
If you choose this last option, you will still need to make a list of all the food supplies you will need and what they will cost.
Whichever route you go, add to your "To Do" list: (1) booking the caterer or vender, and (2) confirming the deal with them when the party date approaches.
Also add to your "To Do" list: buying party supplies (drinks, utensils, cups, napkins, etc.
) If tables and chairs are not included at your facility, or if you wish to rent a party tent, add those to your lists.
If you will be giving your guests party gifts as they leave, add that expense to your "Budget" page.
On your "To Do" list add researching, purchasing and preparing the gifts.
When it comes down to it, you don't have to create four lists.
You can keep all the information on two pages or (this is not recommended) even one.
The important thing is that you write things down.
This will serve to keep you organized and make sure things get done on time with nothing forgotten.
That way, your party will come off smoothly and both you and your guests will enjoy it.