Planning a party, event, celebration, or other social gathering and not sure where to start? From planning celebrations for milestone events and major life moments like birthdays, graduations, housewarmings, baby showers, bridal showers, bachelorette parties, and yes, even weddings...we've tackled more celebrations, events, conferences, and social affairs than we can count. Whether planning a small, intimate affair or a large-scale event, there's no shortage of details to consider to ensure a successful execution. So here, we're offering up our party planning checklist to get you going and inspire you to make your next party or event one to remember.
1. DEFINE THE EVENT VISION
- Are you envisioning a minimalist, simple party, or are you looking to create a grand affair and experience for guests?
- Consider the reason for the event - is it to gather, to celebrate, to relax, or something else?
- Consider the audience - what do you know about them that may impact the plans?
- Consider the desired atmosphere - is it cozy, upbeat, whimsical, elegant, laid-back? Will there be a theme?
- Consider when you would like the event to be held (date) and at what time of day
2. ESTABLISH A BUDGET
- Now that you have a vision, reflect on your budget and define a specific number (or range) that you are willing to spend on the affair
- Define an ideal guest count, then review this against your available funds to determine the average (all-inclusive) spend per guest
- If needed, adjust the budget or the guest count to get to an average spend per guest and total budget that you are comfortable with
3. CREATE YOUR GUEST LIST & COMMUNICATION PLAN
- Determine how invitations will be communicated (printed invite, digital invite, email, text, etc)
- List out the name and any pertinent details (address, email, phone) for all invited guests
- Determine any +1s, and consider whether guests can invite others, and if so, how you would like to manage additional guests
- Once a venue has been confirmed, invite guests using your selected invitation method
4. SELECT/CONFIRM A VENUE & PLAN YOUR SPACE
- If not having your event at home, explore venue options that meet your event vision, guest count, and date/time needs
- Whether hosting at home or using a different venue, define key spaces for dining, socializing, activities, and entertainment, if applicable
- Consider the ideal flow of guest traffic and ensure the space layout supports this flow
- Define any seating plans if relevant
5. MAP OUT EXPERIENCE DETAILS & CONFIRM LOGISTICS
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If there is a theme, identify how you envision bringing the theme to life – consider décor, food, favors, attire, tableware, venue, sensory elements, entertainment, etc.
- If planning for entertainment, confirm providers, playlists, and/or any other key experiential details
- Get creative and think beyond musical and live entertainment - consider interactive entertainment elements such as photo booths, interactive games, videos, food & beverage stations, virtual reality, karaoke, entertainment fortune tellers, swag stations, scavenger hunts, and more
- Secure contracts with any hired entertainment providers
- Test all technical elements ahead of the event
- If offering food and/or beverages, create a menu and outline a food prep and/or catering plan
- Consider options that can meet a variety of guest dietary restrictions
- Consider signature dishes or drinks
- Target a menu that will excite guests rather than just feed them
- If making food yourself, outline a timeline and schedule for purchasing and preparation to ensure all tasks can be completed in a timely fashion
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Plan for how you will capture or record the moment
- Hire a photographer and/or videographer, or designate someone to take on these roles to capture the best moments of the event
- Consider a guest book or video message station to capture real-time guest excitement
- Consider having a social media hashtag or private group for sharing guest-captured moments
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Consider unexpected touches to “surprise & delight” your guests
- Think back to how you defined the event at the beginning and consider any additional elements that can help achieve those goals
- Consider what you want your guests to take away when the event is over
- Consider how you want your guests to feel during and after the event
- Consider ideas such as favors, personalized mementos or playlists, sentiment notes, an adult piñata, streaming the party for out-of-town guests, a choreographed dance routine, a delicious or over the top dessert, or a party nightcap to make the occasion memorable
- Plan for any other often forgotten logistics such as parking, coat checks, transportation, accessibility, bathroom supplies, trash & recycling, clean up, photography, storage, electrical outlets, seating, temperature, and any other needs relevant to the event or guests
- Write down any other key elements of the experience you want to create and bring them to life
6. HAVE FUN & ENJOY THE EVENT!
7. COMPLETE POST-EVENT ACTIVITIES
- Ensure guests depart safely
- Clean up the venue, and ensure all post-event logistics are addressed
- Send follow-up thank you notes or messages of gratitude to your guests
- Request feedback from your guests if you are considering planning future events
For more tips to elevate your party plans, read through the Sweet Kee's blog, or shop our full assortment of unique, specialty treats at www.sweetkees.com.