In planning your event we
understanding how difficult it is to remember all the details. To assist you we have developed a checklist
that may help in planning a successful and enjoyable event. If you have any suggestions or comments
please let us know. |
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Formal parties
plan 1 month or more ahead; 2 – 4 weeks ahead for casual gatherings
v Why are you
having a party…..?? Answering this
question will help you set the mood or theme of your event. v Decide on a date
and place. First, the date is one
of the most important aspects of any party and it does not have to be on the
date of the event you are celebrating.
You want to provide guests and especially yourself ample time to plan
and prepare for this special event.
Second, will the party be at your home, local park,
legion hall, or banquet facility. Make
it a convenient time and place for your guests, this
will encourage a greater attendance of invited guests. v Create a guest
List. v Plan a menu; buffet,
potluck, formal, outdoor barbeque, etc. v Invite your
guests. Invitations for formal parties should be
printed and mailed. Casual parties,
the invitations can be printed and mailed or you can telephone your guests
and invite them personally. If you
choose to invite your guests by telephone, keep a checklist of the guests you
have called. v Create a list of
decorations, table settings, centerpieces, and music you will use. v Reserve any
items you will need to rent or borrow; tents, tables,
chairs, coolers, chaffing dishes, etc. v Set a budget. This is an important aspect of planning
your event and in some cases one of the most difficult to maintain. |
1 – 2 weeks prior
to event
v Finalize guest
list;
telephone any guests who have not responded and finalize your count for food
and space requirements. It is
important to have enough space to accommodate all guests, making your event
comfortable for everyone. v Provide hotel
information to out of town guests. v Perform
preliminary house cleaning. Complete any time
consuming tasks, if necessary hire help to prepare your home. Ensure all of your appliances are in good
working order and complete any small home repair tasks. v Prepare your
barbeque. Purchase extra bags of
charcoal, lighter fluid, or fill your gas grill propane tank. You may want to purchase a filled spare
tank. v Complete your shopping
list. Ensure that your have updated your shopping
list with grocery and party items.
Take inventory and verify you have items on hand such as matches,
candles, liquor, etc. Don’t forget to
add extra ice to the list…. v Guests requiring
special items. Some guests may
have special dietary requirements, medicines, or meals. Add these items to your shopping list. v Check your
camera. If you are taking pictures or using a video
camera you may want to check your inventory of film, batteries, disposable
cameras, etc. v Plan your music. Music can be an important element to any
party. The music should be planned in
advance whether it be background, mood, or dance
music. v Check your table
linens and supplies. It is always good to
verify that your table linens are clean and ready for use. If you are using disposable paper and
plastic items, check the inventory and add any items needed to the shopping
list. Make sure you have enough trash
bags and containers on hand. v Special order
items. Make sure to place orders for
cakes, meats, flowers, or other specialty items require for your party. v Making
decorations or centerpieces. There is no time
better than the present to get started.
Invite your friends and family over to help. |
2 – 3 days ahead
v Check the local
weather forecast. v Manicure your
yard.
Prune
shrubs, mow lawn, and clean your outdoor party area. v Prepare for the
unexpected emergency. Purchase or check your first aid kit and be sure to have
several fire extinguishers with the rating of ABC on hand. List your emergency numbers (i.e. doctors,
ambulance service, etc.) next to the phone and check the route to the
hospital emergency room for construction or detours. BE PREPARED…!! v Put away any
breakable or valuable possessions. Sometimes the
little people get curious and you know the rest of the story…… v Go shopping. Shop for all the
items on your list except for the perishables.
v Double check
your recipes. Upon returning
from the store double-check to ensure you have ALL the necessary items
excluding perishables. If you are
missing any you can be sure to add them to the perishables list. v Prepare your
timetable for food preparation and cooking.
When possible make snack mixes, dips, etc.
ahead of time. |
The day before the
party
v Shop for
perishables and any last minute items. v Double check
your house and yard. Clean and arrange
accordingly. v Check and charge
batteries for cell phones, cameras, and camcorders. v Prepare your
home for the party. Decorate indoors and
prepare an area for jackets, shoes, etc. v Prepare for
rental equipment delivery. Move vehicles from
driveway, prepare yard for tent, and prepare a location for the tables and
chairs. v Double check the
weather forecast. v Prepare as many
recipe ingredients as possible (i.e. chop vegetables, thaw frozen items,
etc.). |
The day of the
party
v Check the house
for one final cleaning. v Setup and
decorate your outdoor area. v Move your
vehicle outside the guest parking area. This will enable you to
use your vehicle once everyone arrives at your party,
you never know what you may have forgotten. v Run your
dishwasher and empty clean dishes. It will then be
prepared to accept dishes during the party. v Chill cold foods
and beverages. Make sure all food and
beverages to be served cold will be chilled in time for the party. Did you know that chafing dishes work great
for chilling food! Use the water pan
for ice and do NOT light the burner.
Do not forget extra ice….. v Set out trash /
recyclable containers with bags in easily accessible places. v Food
preparation. Prepare your food
according to your timetable and everything will finish as planned. Washing dishes as you go can save clean-up
time later. |
1 hour ahead
v Complete your
finishing touches on the meal and tables. v Clear a location
for placing used dishes and serving containers. v Set out
non-perishable appetizers or snacks. |
Showtime – 15
minutes ahead
v This is where
your hard work and careful planning pays off.
Take a deep breath, smile, and open the door. v Have a great
time and take plenty of pictures to commemorate this celebration. v Plan some time
for yourself after the party. You did a great
job!! |
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Partytime Unlimited, LLC |
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reserved. |