Party Planning Check List

So lets assume that you have decided that you want to have a party of some sort – your 21^st, 40^th, a work do or maybe a chilled out wedding. Here is a basic checklist of things to do leading up to the event. It’s not absolutely everything, but this is the key stuff that should keep you on track!

If you are planning a traditional wedding you might want to allow more time or even check out a specialist wedding planner like this one that I used for my wedding.

Get the Basics in Place

·      Get your key crew (partner, social committee, closest friends) together and create a clear picture of how you want the event to go – who, what, where, when, why. Write this stuff down and send it around to everyone who will be helping.

·      Decide on a budget and who will be responsible for organizing the main parts of the event and when their part must be done. Some key parts could include: Event Coordination, Entertainers, Photos, Guest Speaker(s), Celebrant, Venue, Food & Drinks, Theme, Games, Decorations, Party Favours, Music, Lighting, Speeches, Hire Equipment, Transport, Accommodation, Guest List, Invitations, After Party. Write this down in as an event plan and add to this as you go.

·      Create a list of the people who MUST be there for it to be a success and check that the time and date you have chosen works for them.

·      If you are uncertain or nervous about any key parts of the event start calling, emailing or facebooking for recommendations from people you trust.

·      Create a folder on your computer called “Event” and find a folder, tray or drawer where you can keep all the paperwork.

Once you have got the basics in place:

·      Call or visit venues and book the best one you can afford. The same for the caterers if they are separate. The same for hired stuff like chairs, table, marquees, stretch hummers.

·      Sort out a first draft of what people will be eating and drinking that fits the budget.

·      Finalise numbers and create a guest list.

·      Appoint key roles for the event: Ushers, MC, Event Coordinator, Bridesmaids, Ringmaster, Celebrant, and so on. Speak with these people to make sure they are on board. Write this down.

3 Months Out

·      Pay the deposit for the venue and confirm access times before and after the event.

·      Finalize your guest list and get the appropriate address details so you can send them.

·      Decide what you want to do for entertainment and book it in. Here is a guide that I use.

·      Decide what you and your key guests will be wearing, and what you might like to do with hair & make-up and buy it, book it or borrow it!

·      If it’s a birthday party or wedding, publicise a gift list or create a registry. Even for a 30th birthday this can be a big help for people.

·      If you are having party favours (goodie bags, bonbonniere, birthday or wedding cake, guest book, door prizes, theme tools such as leis or masks), get that organised and the production delegated. Write this down.

·      Decide how you will document the event (photos, movie etc) and book in some people to do this.

·      Decide on and book decorations (centrepieces, theme items, flowers, lights, bouncy castles). Write this down.

·      Follow up with everyone who is helping organise and who will be helping on the day and make sure they are on track.

·      Send out a save the date of some type – a card, email, text or facebook message.

·      Figure out any legals: Insurance, electrical clearances, wedding registration etc.

2 Months Out

·      Make sure your caterers, wardrobe, photo, decorators, party favour people, entertainers and key people are all on track. A text message may suffice.

·      Pay deposits for all paid services to lock them in.

·      Make your invitations and send them out. Remember to include a map and also nearby accommodation options if this will help your guests. A checklist for a good invitation is here. 

·      Finalise your drinks and food menu.

·      Create a running schedule for the event with all the main things and the time they will be happening. Share this with everyone involved and ask for feedback.

1 Month Out

·      Confirm everything: caterers, wardrobe, photo, decorators, party favour people, entertainers and key people.

·      Organize any rehearsals that you or the entertainers might need to do.

·      Figure out any after party or accommodation details.

·      Follow up on everyone you have invited that has not yet RSVPed.

3 Weeks To Go!

·      Start sorting out speeches, awards, displays, moments, games or vows that will make the night better.

·      Organize any traditional ceremonies or music that you might want and ask people for ideas about songs they like to dance to so you can let the entertainers know.

·      Finalize your legal requirements.

Only 2 Weeks To Go!

·      Confirm access times with the venue so you can communicate this with your team.

·      Reconfirm all details paying special attention to delivery timings: caterers, wardrobe, photo, decorators, party favour peeps, entertainers and key people. Either pay people now or give them a massive hug. If you aren’t confident to pay them or hug them at this stage, find someone else you are confident with immediately and also organise a back up plan in case of a no show situation. If you want to know what to look for in a DJ, check here for guidance!

·      Let the caterers know how may people have RSVPed.

·      Order any food & drinks that you will be self-catering with and ensure pick up or delivery directions are clear and that you have the space to store cold & frozen goods!

·      Finalise your song list and send it to the entertainers, call them to check that they are comfy with the selection and make a back up CD of your favourite tunes.

·      Personally call anyone who hasn’t RSVPed.

·      Review your running schedule for the event based on all the feedback and send out a revised copy to everyone who is helping on the night. Get it printed if you need to for your guests.

·      Make sure your outfit is a-ma-ZING!

7 Days & Counting….

·      Make sure all trial runs & rehearsals, including speeches, hair & make up, are done.

·      Confirm any after party details.

·      Review your running schedule with your entertainers, caterers, photo people and key people to make sure everything is good to go.

·      Make sure speeches, awards, displays, moments, games & vows are organized.

·      Organise for someone to stay around after the party to help out with drunk folks, breakages, shipping presents back to your house, posting bail etc.

·      Contact everyone who has RSVPed to confirm – a text or email is fine.

·      Now you can do your seating plan if you need to and give the caterers your final numbers.

·      Put together survival kits for your key people – running sheet, key phone numbers, muesli bar, paracetamol, mints, safety pins, flares and a personalised message and gift.

Tomorrow’s the Day!

·      Assemble your wardrobe and confirm your hair & make up appointments.

·      Set your alarm and arrange for a wake up call.

·      Practice your speech.

·      Go to bed early.

The Big Day

·      Sleep in, because everything is so well organised.

·      Confirm key timings with key people at the start of the event and give them their survival kits.

·      Make sure you thank everyone who has helped, both personally and in your speech.

·      Let everyone else do the work on the day, as organised.

·      If things stray from the plan, simply ask someone else to handle it and go with it.

·      You job is to experience the day with your guests!

Afterwards

·      Post up your photos and movies where people can get them as fast as possible.

·      Send out thank you letters to anyone who helped or gave a gift including paid helpers.

·      Bask in the glory of your amazing event and organize and even bigger one!

What can go Wrong and What to Do

Low RSVPs: If you have low RSVPs, scale your event back. Don’t worry about how many people are coming, think about what event is appropriate for the number of people who have RSVPs. If you have 8 people out of 100 RSVP, don’t get upset – book in at your favourite restaurant and make the most of a night with your closest friends!

Someone Taking Over: If someone is taking over and interfering with your vision for the party or upsetting the team, there is always a reason. You need to speak with this person and help them see what is bothering them subconsciously. Be patient and kind – there will be something, maybe even something they can’t see until you help them talk it through, that will be causing this. Get it out in the open and then it can be dealt with.

Cancelation: If someone cancels this is actually not a bad thing as they have saved you a no show situation. Get on social media or bulk email immediately and ask people you trust for help, and line up a replacement without delay. Go for reliability rather than perfect fit if it is close to the event day.

Flake: If one of your volunteers flakes at any stage you should call on the rest of your volunteers to help find a replacement. They will absorb the role or bring in someone reliable, as they have to work with them.

No show: This sucks. So deal with it. You manage for no shows by confirming weekly leading up to the event and also by creating fallback plans for key parts of the event. If there is a no show then you must smile and use your back up plan. What ever you do don’t let this ruin the day. Your back up plan must suffice, so use it and enjoy the event as it unfolds. Remember that your guests have no expectations and they will enjoy the event however it turns out.

Emotional Outbursts: Events are emotional occasions, and in the process and on the day some people will lose control of their emotions and say or do something they regret. Act immediately – isolate them away from the group, acknowledge that they are upset and let them express how they are feeling. Then let them cool off. Then revisit what happened and what caused them to boil over or melt down. Once this is out in the open the space is there to get over the outburst and move on. If this happens on the night this is the task of your event coordinator, not you. If you are the one having the melt down then hurry up and get it out there, calm down, apologise and get on with your event. People will understand and forgive you.

Ultimatums: If someone sets you an ultimatum they are taking over, having an outburst, or flaking on you. Figure out which one it is and deal with it appropriately.