Planning a party can be stressful but a checklist of what needs to be done can help keep things organized. This timeline will keep you on top of things cause, after all, this is supposed to be fun! Party Plan Printable available via Childhood 101.
6-8 Weeks Before
Set your party date and time :: The earlier you decide the easier it is on both you and your pocket book! Your start time is important because it will help you in planning your menu, do you want to provide a full lunch with a noon start time, or would you prefer just hors d’oeuvres and dessert with a 3p start? See more ideas for planning a party on a budget here.
Complete your guest list :: Whether you’re throwing a party for just family or inviting the whole neighborhood, nailing down your guest list is important. Once you know how many people you’re inviting, planning the menu, seating, activities, etc. becomes much easier!
Brainstorm party themes and/or color schemes :: I’m a huge fan of Pinterest for this! When a party is approaching I set up a board and start adding ideas. Once I decide on the final theme, I start a board with the party name (i.e. Brooklyn’s 2nd Birthday) and start narrowing my search to more specific ideas. See lots of great party themes here.
Start a list of what items you already own that can be used for your party (décor, platters, etc.) :: This helps a lot once you start buying things. If you already know that you can put the fruit salad in the yellow bowl in the cabinet then you won’t accidentally purchase something else!
Start a list of what you need to purchase :: Don’t have the perfect platter to put your chicken kabobs on? Add that to a list of what to buy so you keep your eyes open. The earlier you know what you need, the easier it is to look for good deals and get something you’ll use again, rather than scrambling at the last hour.
Book any outside entertainment :: Face painters, clowns, princess appearances, etc. You want to make sure you book these early to make sure they're available!
Begin DIY décor :: I love crafting my own invitations, party signs and other themed décor! The earlier I start; the less stress I feel later. I also find that I’m much more creative and successful in my attempts if I start my projects with tons of time to spare! See DIY party invitation ideas here.
4 Weeks Before
Send out your invitations :: This gives guests plenty of time to make your party the priority on their calendars! I like my invitations to match my theme; this gives your guests an idea of how fun your celebration is going to be! Make sure to include an RSVP date no later than 1 week before so you know how many people to expect.
Finalize your menu :: Make final decisions on what hors d’oeuvres to serve, if you’re having a main dish, drinks and dessert. Once I know my menu, I start pairing them up with the platter/bowl I plan to use. If I see any gaps, I add it to my Purchase List.
Gather ideas on fun party activities :: Throwing a 1st birthday? Try a ball pit made out of a kiddie pool! There are so many amazing ideas for any age and having activities will ensure no one leaves bored! See more party activity ideas here.
Decide on your party favors and how you would like to present them :: I really enjoy party favors because this is your way of thanking your guests and giving them a piece of your theme to take home. If you’re throwing a pool party you could send them home with a deflated beach ball tied with a cute ribbon and a gift tag that says “I hope you had a BALL!”
Place your order with the rental company for any tables, chairs, etc. :: Remember to make a list of the additional tables you need aside from seating (i.e. gift table, drink table, etc.)
2 Weeks Before
Create a master grocery list :: You can add and delete from the list as you get nearer.
Prepare any food that can be frozen :: I’m having an ice cream bar at Brooklyn’s party so I’ll be pre-scooping the ice cream into balls and putting them back in the freezer for easy serving!
Power up your printer :: Print out any décor signs, menu cards, or anything else you may have.
1 Week Before
Clean the house and beautify the backyard :: This will take a lot of stress away as you draw nearer and have less time for cleaning.
Follow-up with RSVP’s :: Call those guests that haven’t confirmed so you can try and get the most accurate count possible.
Finish your DIY projects :: It’s a good idea to have your DIY done at least a week before so you can focus on everything else those last few days. If you’re wrapping your plastic utensils in cute napkins and tying them with ribbon, this is a good time to put on a favorite show and get to it!
2-3 days before
Get to the store :: Purchase any last minute items on your list and finish your grocery shopping.
Wash all party platters and serving dishes :: Get out your cake tier and wine glasses and start cleaning!
Day Before
Prepare food :: Cut up any vegetables, fruit, etc. and store in the fridge. Mix dips, bake cookies, anything that can be done prior to party day!
Light Cleaning :: Do a quick touch-up of the house and yard.
Put up party décor :: Start decorating anything that can hold overnight.
Set up tables and chairs :: Set up your tables for gifts, drinks, food, seating, etc.
Morning of
Pick up balloons and any other last minute details :: Get your party balloons filled with helium, pick up your cake, and take care of any other items you realized last night you forgot.
Finish setting up :: Put tablecloths on the tables, set out centerpieces, put platters and dishes out (minus the food).
1 Hour Before
Put already chilled drinks in ice buckets.
Put food out and cover with wrap until your first guest arrives.
Start your party music and relax before the fun starts!
6-8 Weeks Before
Set your party date and time :: The earlier you decide the easier it is on both you and your pocket book! Your start time is important because it will help you in planning your menu, do you want to provide a full lunch with a noon start time, or would you prefer just hors d’oeuvres and dessert with a 3p start? See more ideas for planning a party on a budget here.
Complete your guest list :: Whether you’re throwing a party for just family or inviting the whole neighborhood, nailing down your guest list is important. Once you know how many people you’re inviting, planning the menu, seating, activities, etc. becomes much easier!
Brainstorm party themes and/or color schemes :: I’m a huge fan of Pinterest for this! When a party is approaching I set up a board and start adding ideas. Once I decide on the final theme, I start a board with the party name (i.e. Brooklyn’s 2nd Birthday) and start narrowing my search to more specific ideas. See lots of great party themes here.
Start a list of what items you already own that can be used for your party (décor, platters, etc.) :: This helps a lot once you start buying things. If you already know that you can put the fruit salad in the yellow bowl in the cabinet then you won’t accidentally purchase something else!
Start a list of what you need to purchase :: Don’t have the perfect platter to put your chicken kabobs on? Add that to a list of what to buy so you keep your eyes open. The earlier you know what you need, the easier it is to look for good deals and get something you’ll use again, rather than scrambling at the last hour.
Book any outside entertainment :: Face painters, clowns, princess appearances, etc. You want to make sure you book these early to make sure they're available!
Begin DIY décor :: I love crafting my own invitations, party signs and other themed décor! The earlier I start; the less stress I feel later. I also find that I’m much more creative and successful in my attempts if I start my projects with tons of time to spare! See DIY party invitation ideas here.
4 Weeks Before
Send out your invitations :: This gives guests plenty of time to make your party the priority on their calendars! I like my invitations to match my theme; this gives your guests an idea of how fun your celebration is going to be! Make sure to include an RSVP date no later than 1 week before so you know how many people to expect.
Finalize your menu :: Make final decisions on what hors d’oeuvres to serve, if you’re having a main dish, drinks and dessert. Once I know my menu, I start pairing them up with the platter/bowl I plan to use. If I see any gaps, I add it to my Purchase List.
Gather ideas on fun party activities :: Throwing a 1st birthday? Try a ball pit made out of a kiddie pool! There are so many amazing ideas for any age and having activities will ensure no one leaves bored! See more party activity ideas here.
Decide on your party favors and how you would like to present them :: I really enjoy party favors because this is your way of thanking your guests and giving them a piece of your theme to take home. If you’re throwing a pool party you could send them home with a deflated beach ball tied with a cute ribbon and a gift tag that says “I hope you had a BALL!”
Place your order with the rental company for any tables, chairs, etc. :: Remember to make a list of the additional tables you need aside from seating (i.e. gift table, drink table, etc.)
2 Weeks Before
Create a master grocery list :: You can add and delete from the list as you get nearer.
Prepare any food that can be frozen :: I’m having an ice cream bar at Brooklyn’s party so I’ll be pre-scooping the ice cream into balls and putting them back in the freezer for easy serving!
Power up your printer :: Print out any décor signs, menu cards, or anything else you may have.
1 Week Before
Clean the house and beautify the backyard :: This will take a lot of stress away as you draw nearer and have less time for cleaning.
Follow-up with RSVP’s :: Call those guests that haven’t confirmed so you can try and get the most accurate count possible.
Finish your DIY projects :: It’s a good idea to have your DIY done at least a week before so you can focus on everything else those last few days. If you’re wrapping your plastic utensils in cute napkins and tying them with ribbon, this is a good time to put on a favorite show and get to it!
2-3 days before
Get to the store :: Purchase any last minute items on your list and finish your grocery shopping.
Wash all party platters and serving dishes :: Get out your cake tier and wine glasses and start cleaning!
Day Before
Prepare food :: Cut up any vegetables, fruit, etc. and store in the fridge. Mix dips, bake cookies, anything that can be done prior to party day!
Light Cleaning :: Do a quick touch-up of the house and yard.
Put up party décor :: Start decorating anything that can hold overnight.
Set up tables and chairs :: Set up your tables for gifts, drinks, food, seating, etc.
Morning of
Pick up balloons and any other last minute details :: Get your party balloons filled with helium, pick up your cake, and take care of any other items you realized last night you forgot.
Finish setting up :: Put tablecloths on the tables, set out centerpieces, put platters and dishes out (minus the food).
1 Hour Before
Put already chilled drinks in ice buckets.
Put food out and cover with wrap until your first guest arrives.
Start your party music and relax before the fun starts!