Organizing an important party can be intimidating. However, something that can greatly alleviate the stress and help everything fall into place is creating a "party planning list" to keep track of all the important details. Therefore, when you decide to host a party, get out a notebook and make a checklist of everything you can think of that you will need to be done to pull it off. Also, set a reasonable deadline or schedule as to when each duty should be done. This will help you concentrate on the main priorities of the event in an orderly fashion.
Your initial list may be a rough draft, because you won't think of everything right away. As you move along other things will come to mind, but just add them to the list, assigning a time or deadline for each thing. Later you may revise your list into a more finished format, but by making a list of all the things you need to do you develop a plan and it will help you to relax.
Some things to include on your checklist are the who, when, where, what and why of the event. The who includes guests of honor if there are ones and making a guest list. The when involves setting a date, including checking with guests of honor, helpers and other guests regarding availability. The where involves arranging for a location. The what includes menu planning, decorations, shopping, arranging help, deciding music, activities and more. You likely know the why, but still it is important in your planning. If for example you are celebrating a special event or honoring special persons, that will be a major factor in deciding your party theme and activities.
Speaking of party themes, put the decision as to what the theme will be near the beginning of your list, because it effects your invitations, the dress, the menu, decorations, music and other activities. Once that's decided you can move forward with other details.
Choosing a location also needs to be at the top of your list. If you desire to rent a banquet hall, you must allow time to check out possible sites. Set a deadline to accomplish this, because so much depends on it. Without it you can't finalize the party date. It also may determine if you need to rent chairs, how many guests can be invited, what food arrangements may be part of a party package provided by the site and you will need the address for your invitations.
Once the location is finalized, you will can prepare your invitations, so early on include on your checklist the need to schedule the preparation and sending of invitations. Also, be sure to include setting an RSVP return day. This is important as knowing just who and how many guests are coming will effect various other party planning details, seating arrangements, food quantities, even your budget.
On your list include food preparation plans, plus purchasing party supplies. You must decide menu choices and food quantities. Will you arrange for a caterer or prepare the food yourself? If a caterer, schedule making those arrangements. If you provide the food, write down your plan or schedule for shopping, food storage, cooking, and obtaining help. Jot down a timeline for things you can purchase early, including decorations and paper goods, things that can be cooked ahead and frozen, and those perishables you will have to get later.
Planning a party can be a lot of work, but if you use a party planning list, it will help you get organized. It will give you a plan and keep you on track. It will give you confidence that your party will be a big success. You will look forward to it with keen anticipation, rather than worrying that you won't be ready or that you will overlook some essential. Having planned ahead, you will be able to relax knowing things are under control. As the party starts, you will be ready, and as host you will be able to set the mood for a very enjoyable party.
Roger Blair is a teacher with over 40 years of party planning experience who delights in teaching people how to create magical parties. Click the following link for more information on creating a party planning list . If you want to see a detailed sample of a party planning checklist as well as learn more party planning secrets check out Roger's ebook "Party Planning Magic - How to Create the Perfect Party?".
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