Planning an event shouldn’t be stressful; in fact, it can be fun if you stay organized. That’s why we’ve created the ultimate checklist for party planning! Whether you’re celebrating a milestone birthday, a special occasion, or a seasonal event, the earlier you start, the more free time you’ll have to enjoy the fabulous party you’ve prepared.
Different Formats of Party Planning Checklists
We have created an event planning checklist and timeline to help you stay organized and plan a successful event, from pre-event project management to guest arrival. We offer various formats for our party planning checklist, so you can choose the one that suits you best.
1. Printable Party Checklist
Print and pin our printable event checklist.
2. Party Planning Checklist on Google Docs
Make a copy of this party planning checklist on Google Docs for easy access from any device. The file includes a checklist, a budget, a guest list, and a list of vendor contacts. All you need is a Google account to create your own custom version of the checklist on Google Sheets.
3. Party Planning Checklist on Excel
Download this Excel template for your party planning checklist to have a fully customizable checklist (plus a budget planner, vendor contact list, and guest list!) at your fingertips.
4. Online Party Planning Checklist
Don’t forget to bookmark this page! We have an event checklist below, along with links to more party ideas, venues, and vendors.
4 – 8 Months Before the Party
- Set the date of the event: Choose a date and time for your event, taking into account the availability of important guests on your list.
- Define your guest list: Decide how many guests you want to invite. Response rates are usually around 75%, so you can invite a few extra people.
- Determine your budget: Decide how much you are willing to spend and set up a system to track your expenses (like our handy party budget planner).
- Research and hire an event planner/decorator: It may be wise to hire a professional to help things run smoothly and make your party unique.
- Choose a theme and color scheme for the party: Determine how formal or casual the event should be. Then choose a theme or concept keeping in mind the occasion, the type of venue you have in mind, and the season.
- Research and book a party venue: Decide where you will host the event. Will it be at your home or at a specific location? You can search for local venues on The Bash and compare the different offerings from each.
- Research and hire a photographer/videographer: Are you planning to document your event with a professional? Style, personality, and budget are the most important criteria when choosing a photographer or videographer.
Photo: Tom Pumford / Unsplash
3 – 4 Months Before the Party
- Research food and beverage ideas: Think about the type of food and drinks you want to serve. Will you offer a full meal or just appetizers and snacks? Open bar or cash bar?
- Hire a caterer (if needed): Decide if you want to hire a caterer. If you plan to handle the food yourself, choose recipes that you can prepare in advance.
- Research DJs, musicians, and entertainment: What type of entertainment do you want to have at the party? Do you want a DJ, a cover band, various performers, or something else? Browse the talents listed in The Bash directory for inspiration.
- Start collecting guest information: It’s time to ask for addresses, emails, and phone numbers.
- Send out save-the-dates: It’s optional, but as you finalize the details, give your guests enough advance notice to block the date on their calendars for good attendance.
- Research and order party invitations: Decide if you will send invitations by mail or electronically. Choose when you want guests to RSVP.
- Research party equipment rental: Depending on the occasion and venue of your party, decide if you will need to rent party equipment such as a tent or a limousine.
- Start planning decorations and party supplies: Make a list of the decoration items and paper goods you will need (plates, napkins, etc.).
Photo: Yomex Owo / Unsplash
2 – 3 Months Before the Party
- Finalize contracts with vendors: Wrap up contracts with all service providers (entertainment, caterers, party equipment rental, etc.). Tip: You can send messages to suppliers through The Bash.
- Hire a DJ and musicians: Get ready to dance the night away! Live music can bring great energy to your event.
- Book entertainment: Make this party an epic and memorable event. Use The Bash for easy online bookings.
- Research decoration ideas: Customize your decorations to make your party unique. Start pinning ideas and brainstorming with an event decorator if you have the budget!
- Research equipment rental (tableware, linens, glassware): Check out the vendors listed in our directory for ideas.
- Address and send invitations: Set up a system to track guest responses!
- Buy a special gift: Mark the occasion with a special gift for the guest(s) of honor.
- Purchase decorations: Centerpieces, balloons, flowers, candles, guest book… place your orders.
- Order favors for guests: Say thank you in a unique way (and even consider DIY options if you’re crafty).
- Book party equipment rental: Photo booth, chairs, table linens… it’s time to book!
- Book lighting and sound services (if needed): Illuminate all the festivities.
- Book a hairstylist: Get your hair styled professionally to shine.
- Book a makeup artist: A makeup artist can make you look even more beautiful.
- Book hotel rooms for out-of-town guests: Make sure to provide hotel information in your invitations so guests can be informed.
Photo: Aneta Pawlik / Unsplash
1 Month Before the Party
- Finalize the menu: Inform all your catering providers of any dietary restrictions or allergies.
- Hire a bartender or alcohol service: If you plan to serve alcohol, now is the time to hire a bartender and decide on the drink menu. For a party lasting two to three hours, the rule of thumb is to buy three bottles of wine for every four guests, and three to four alcoholic drinks per person.
- Order the cake/dessert: Cake, cupcakes, or donuts… your guests will love it!
- Order gifts for guests: Say thank you to your guests with a unique gift (and even consider DIY options if you’re creative).
- Buy an outfit: Find something that makes you look and feel beautiful.
- Write speeches (if needed): Prepare for public speaking! If you plan to give a speech, don’t stress by preparing it at the last minute.
- Arrange transportation: Limousine, party bus, ferry… you can find it all in our transportation supplier directory.
- Plan parking spaces: Make sure your guests have a place to park or provide information on public transportation.
- Plan the schedule and music selections: Decide on the desired music style for the event and communicate the selected songs and event schedule to the DJ, master of ceremonies, or band.
- Finalize the guest list and call those who haven’t responded: Give them a friendly reminder that your big day is approaching. Inform all your vendors of the number of confirmed guests, and prepare place cards if necessary.
- Finalize event layout and decorations: Allocate spaces for relaxation, dining, and dancing.
- Ask for help with preparation: Enlist friends if you need extra assistance with setup.
- Notify the neighbors: It’s always best to let your neighbors know that you’re hosting an event at your home.
Photo: Kristina Evstifeeva / Unsplash
1 Week Before the Party
- Finalize the itinerary: Make sure everyone knows their responsibilities and the party schedule.
- Confirm details with all vendors: Check if all service providers are ready and communicate the itinerary if necessary.
- Finalize transportation: Don’t forget to communicate the time, location, vehicles, and if there are guests with special needs.
- Buy last-minute essentials: Do your final shopping for drinks, food, or last-minute supplies.
- Clean your house (if necessary): Clean, clean, clean your house (if it’s the party venue) and arrange the furniture.
- Decorate and set up: Decorate your home or drop off the decoration items at the party venue (flowers, place cards, menus, guest favors, guest book, etc.). Guide your friends who are helping you.
- Check in with the venue and vendors: Make sure all final preparations have been made and communicate the sequence of events and any other details. Ensure your vendor team has been fully paid, and don’t forget to have cash on hand for tips.
- Set up a coat check: Make sure you have a dedicated space where guests can leave their coats, umbrellas, etc.
- Finish cleaning and cooking (if necessary): If you’re preparing the food yourself, do the essentials the day before. Give the party space one last sweep.
- Present the food and drinks: Arrange the pre-packaged snacks and appetizers that won’t spoil one to two hours before your event starts. Unpack and start serving after the arrival of the first guest.
- Smile, you’re done!: Be ready to welcome your guests. Take a deep breath, have fun, and enjoy the fruits of your hard work!
Find more party ideas, venues, vendors, and entertainment on Crawlan.com.
Photo: Aneta Pawlik / Unsplash
Pro Tip:
Access and create your own copy of the FREE Party Planning Worksheet from The Bash to customize your checklist, plan your budget, and track your progress.
