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Party Planning Checklist & Event Timeline - Plan the perfect party or event with the help of Pink Frosting's free party planning website filled with chic free advice on party planning.

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HomePlanning & Inspirations Home : Party Ideas & Planning Tools  :  Party Budgets & Plans

Party Planning ChecklistCR10012a    

12+ months

  • Begin envisioning your party.  Do you want something formal or casual? 
    At home or at a reception centre?
  • Decide on a budget.
  • Settle on a party date and time.
  • If it's a big event, consider hiring a party planner.

10 to 12 months

  • Start the search for a caterer.  Ask for recommendations from friends and family.
  • Determine a rough price per head and begin working on a menu.
  • Book your party venue.
  • Start compiling your party inspiration board.
  • Put together a party guest list.
  • Start thinking about entertainment: do you want a band or DJ?  If so, you'll need to book them in advance.
  • Other suppliers will also need to be sourced and booked.  Consider florists, photographers, videographers, dancers and other entertainment.

6 to 8 months

  • Source a baker to make your party cake. Your caterer will be able to make recommendations.
  • Finalise your menu and service details with your caterer.
  • Order your party invitations, plus thank you cards, place cards and any other stationery. 
    Don't forget some spares!

4 to 6 months

  • Start sourcing your party decorations.
  • Reserve tables, chairs, and/or other rental equipment you'll need
    (unless your caterer or venue is taking care of it).

3 months before

  • Start sourcing your party favors.  Give yourself plenty of time if you are making your own favors,
    or if you've selected custom-made favors.
  • Pick up your invitations (or, if you're making your own, start the workshop!).
  • Address and send out your invitations. 
  • Keep a master guest list so that you can easily tick off RSVPs.

2 months before

  • Order alcohol if it is not included in the catering contract.

1 month before

  • Put together a list of songs for your DJ or band.

2 weeks before

  • Give final numbers to your caterer. Confirm set-up instructions and menu items.
  • Confirm numbers, delivery time, and location with the baker, florist, photographer and any other vendors. 
  • Call guests who haven't RSVP'd for the party.
  • Start putting together the seating plan if you're having a seated meal. 
    Give this seating chart to your caterer.
  • Put together place cards for a seated meal.
  • Prepare your speech, toasts and thanks to friends and family.
  • Give the final seating chart to your caterer and function manager.
  • Confirm all final payment amounts with your vendors.

The day before

  • Drop off party favors to the party venue.
  • Put your feet up and relax!

The day of the party

  • Confirm with people who you would like to give toasts at the party.
  • Relax, smile, and enjoy the day!

After the party

  • Make sure all vendor bills have been paid in full.
  • Within two months of your party, set aside some evenings to write thank-you notes.

Related Articles:

  • Making your party guest list
  • Budgeting for your party
  • Entertaining essentials
  • Should you hire a party planner?
  • Choosing a caterer
  •  

     
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