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Party Planning Tips

Party Planning Checklist

  1. Guest list and numbers: Create a spreadsheet / database as a guest list recording (where relevant): Guest name Contact details Dietary requirements Confirmed
  2. Design, print and send out invites Plan to have final numbers at least 1 week before event
  3. Prepare table/seating plan. Place cards. VIP guests
  4. Venue Confirm: venue and date. Plan Party Theme
  5. Timing & Date Speakers or Games Plan detailed timing: Start and End time of Reception Meal. Speakers (if applicable) - who will Speak. Bar, Entertainment -What types of games or entertainment will take place.
  6. Menu: hors'deuvres, Buffet or Seated
  7. Bar: Finalize drink requirements
  8. Music Requirements: Will you be using a Band or Disc Jockey? Do you require a dance floor? Do you need PA for a speaker?
  9. Plan and select entertainment e.g. magician, comedian, Casino, Caricaturist, musical tribute artist or band
  10. Finalize decoration and party theme e.g. Balloons, Streamers, Table centres. Choose from a variety of them parties i.e. Roman, dress up as your favourite celebrity or musician, an
    40's, 50's, 60's, 70's, 80's, and the list goes on. Visit out htme parties link for more ideas.
  11. *Prize Draws or donation of prizes *Security *Coat Check *Seating


  1. Agree rough budget and what your priorities are Venue Food & Drink Entertainment
  2. Decide type of event Seated dinner Finger buffet Cocktail party with hors'deuvres
  3. Format Casual Formal or informal or costume
  4. Attendees: Staff only or Partners, Clients, friends and family
  5. Venue: Preferred location. Accessibility, Size of venue required. Cost for catering -in house or externally contracted
  6. Timing & Date Decide approx date. Decide dates you cannot do. Start Time of event?
  7. Guest list and numbers. Send out invitation and party theme requirments if any. Also send outa map to attendees of venue location if applicable.
  8. Menus: Buffet, Seated or hors'deuvres
  9. Bar: Cash or account and what limit. Type of drinks offered?
  10. Music: Decide DJ or Live Band
  11. Committee: Elect committee if required to delegate responsibilites

Event Day

  1. Labels and name badges: Pinned or clipped onto board - alphabetically sorted with headings. Prepare spare badges & pens for late changes.
  2. Publicity material: Prepare brochures, flyers, banners, and general info to display at event.
  3. Display equipment: Prepare or plan for display boards, tables for publicity material & name badges. Lap Top, Projectors, microphone, sound system and Lights.
  4. Communication with attendees: Ensure all staff or planners know the following: Venue location, and directions date & timing, dress code, bathroom & telephone locations, who the main point of contact is. Itinerary for event.
  5. Check for special diets and notify organizers, caterers and servers.
  6. Bring Miscellaneous items i.e. markers, pens, etc.
  7. Have Fun, the rest should come easy!