Siddhesh Sonawdekar (Editor)

Basic Event Planning Checklist

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Basic Event Planning Checklist Basic Event Planning Checklist
If you follow our party planning checklist, we promise you wont be vacuuming the living room and defrosting appetizers as the first guests arrive.

So, youre hosting a 40th birthday bash ... or a bridal shower ... or an anniversary party for your parents. It isnt a huge, life-changing event like a wedding, where youd have to start planning a year ahead of time and work with multiple vendors and lose your mind to make everything note-perfect. This party will probably be a pretty DIY affair: Itll be held at your home, with homemade food, and youre not expecting an enormous crowd.

But its not a toddlers birthday, either its a grownup party, and to get it right, youll be doing a fair amount of planning. So, where (and when) do you start? When do you shop and cook? How much wine should you buy? And perhaps most importantly how do you avoid the dreaded scenario of opening the door to your first guests while still in your robe and slippers?

This handy-dandy checklist will erase a lot of the stress from the party-planning process. If you follow these simple steps, we promise you wont be scrambling to vacuum the living room and defrost appetizers as the doorbell rings. Youll be able to mix, mingle and enjoy your festive creation.

Planning a Successful Event #Video

On average, about 70 percent to 80 percent of your invitees will end up coming to the party, so youre probably safe inviting around 20 percent more people than you have room for.

Three to Four Weeks Out

Set the date.
Decide on a theme. Think about what food, music and decorations you might need.
Figure out a budget. The second part of this task sticking to that budget will probably be harder.
Nail down a venue if youre not hosting at home.
Hire a caterer and/or a bartender, if youre using them. Enlist help, if needed, for party setup, passing appetizers and cleaning up.
Rent any equipment you might need.
Finalize the guest list and send invitations. Depending on the formality of your party, you might have the invitations professionally printed, or you could go the handwritten or e-mail route. All are perfectly acceptable.
Plan the menu start making a grocery list and figuring out a timeline for when all the dishes will be prepared. Dont forget to consider any of your guests food allergies or sensitivities.

One to Three Days Out

Finalize the party setup. Keep crowd flow in mind when youre arranging furniture, and remove anything that clutters a room or might get broken. Have a decent amount of seating available, but not so much that everyone will sit down and forget to mingle.
Stock the bar and refrigerate drinks.
Wash glasses, dishes, serving pieces and flatware.
Iron table linens and napkins.
Buy perishable food except meat and seafood two days ahead. Get meat and seafood one day ahead.
Do a quick (but thorough!) once-over of the house. Tidy up and make sure you have enough toilet paper and hand towels.
The day before, prepare any foods that can be refrigerated. Do as much prep work as you can for anything that youll have to make the day of.
Decorate and figure out lighting. You might need to change bulbs if certain rooms seem like theyll be too light or dark during the party.

The Day Of

Basic Event Planning Checklist Basic Event Planning Checklist
Leave the last minute items, like setting the table, chilling the wine and final food prep for the day of the party.

A few hours beforehand, finish up with the cooking. If youve planned ahead, this should be a pretty minimal amount of work.
Buy and arrange fresh flowers and balloons.
Set up tables and the bar.
Pick up ice and pre-made platters.
Get dressed about two hours before starting time. You might be tempted to leave this until the last minute, but you could easily get caught up in party prep and end up greeting your guests with wet hair, in a robe and slippers.
Chill wine.
Remember to wear an apron if you need to!
Set out plastic-wrapped, non-spoiling appetizers and dips a couple of hours beforehand, and take off the plastic wrap as the first guests arrive.
About an hour ahead of time, reheat any frozen dishes.
About 15 minutes before the first guests are due to arrive, light candles and start music.
Grab a cocktail, sit back, relax and enjoy yourself!

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