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Party Planning Checklist    

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.

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