Fillable Printable Party Planner Guide & Checklist
Fillable Printable Party Planner Guide & Checklist
Party Planner Guide & Checklist
Party Planner Guide & Checklist
Perfect parties don't just happen, the good ones are planned!
Getting Started:
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Decide on:
Date: _________________________________ Time: ______________ to _____________
Place: ____________________________________________________________________
____________________________________________________________________
Party theme: _______________________________________________________________
Number of Guests: ______________________ (don't forget “plus ones” in your count)
Determine Party Budget: ___________________________ (see Budget chart)
Determine Menu or Potluck assignment list
Reserve:
Location: ___________________________________________________________
Phone: ________________________ Name: _________________
Photographer: ________________________________________________________
Phone: ________________________ Name: _________________
Caterer: ____________________________________________________________
Phone: ________________________ Name: _________________
Bartender: __________________________________________________________
Phone: ________________________ Name: _________________
Florist: _____________________________________________________________
Phone: ________________________ Name: _________________
Cake: ______________________________________________________________
Phone: ________________________ Name: _________________
Balloons: ___________________________________________________________
Phone: ________________________ Name: _________________
DJ: ________________________________________________________________
Phone: ________________________ Name: _________________
Entertainer: _________________________________________________________
Phone: ________________________ Name: _________________
Parking Attendant:____________________________________________________
Phone: ________________________ Name: _________________
Wait Staff: _________________________________________________________
Phone: ________________________ Name: _________________
___________________________________________________________________
Phone: ________________________ Name: _________________
___________________________________________________________________
Phone: ________________________ Name: _________________
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Phone: ________________________ Name: _________________
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Phone: ________________________ Name: _________________
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Make up the guest list.
Print out and complete Guest List sheet(s)
Tip: Start with your holiday card list if you send them.
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Order party invitations from Announcingit.com
Mail invitations 2-4 weeks before party date for casual party
6-8 weeks before party date for a formal party such as a wedding
More than 8 weeks to one year ahead of party date, send Save the Date Cards
Tip: Order thank you notes at the same time to save time and shipping costs
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Buy postage for invitations.
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Plan the menu
Print out Menu Planning sheet(s)
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Decide On / Purchase / Rent (Make arrangements for any items you'll need to rent or borrow):
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Tableware:
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Tablecloths _______________________________________________________
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Table Skirts _______________________________________________________
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Chair Covers ______________________________________________________
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Plates ____________________________________________________________
□ Appetizers □ Lunch/Dinner □ Dessert
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Napkins ________________________________________________________
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Beverage
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Appetizer
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Dinner
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Dessert
□ Glassware ________________________________________________________
□ Water □ Wine □ Beer □ Wine Bucket
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Dinnerware
Appetizer:
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Knifes
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Forks
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Spoons Other:___________________
Dinner:
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Knifes
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Forks
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Spoons Other:___________________
Dessert:
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Knifes
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Forks
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Spoons Other:___________________
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Place Cards
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Table Number Cards
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Menu cards
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Decorations:
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Centerpieces _______________________________________________________
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Party Favors _______________________________________________________
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Balloons __________________________________________________________
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Streamers _________________________________________________________
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Confetti __________________________________________________________
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Party Banners ______________________________________________________
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Lighting __________________________________________________________
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Candles
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Matches ________________________________________________
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Other Items:
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Cooler
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Extra Chairs
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Shade Umbrellas
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Appetizer Toothpicks
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Ice
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Straws
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Serving Trays/Bowls
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Serving Spoons
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Serving Forks
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Coasters
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Drink Mixers
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Film/Cameras
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Noise Makers
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Gift Bags
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Matches
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Bug Spray
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Outdoor Heaters
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Propane/Charcoal
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Garbage Bags
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Paper Towels
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Props
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Name Tags
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Wine Glass Name Rings
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Sharpie to mark Glasses
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Game supplies/props
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Wrapping Paper
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Birthday Candles
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Wine Away stain remover
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Music
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Signature cocktail – supplies and glasses
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Party Games
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Make arrangements for any items you'll need to rent or borrow.
Preliminary Preparations: (1 to 2 weeks ahead)
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Phone or email any guests who have not responded to your invitations to get a definite guest count.
(don't use Twitter for Facebook unless you've invited everyone on your lists)
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Buy or clean everyone's party outfit.
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Do time-consuming housecleaning tasks, inside and out.
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Clean crystal, glassware, china, silverware.
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Check that all appliances are working.
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Buy charcoal or propane if you plan to grill.
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Compile your grocery-shopping list.
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Compile music list – make sure it will last as long as your party.
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Compile liquor list for confirmed number of guests.
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Confirm venues / times / deliveries /pickups with vendors.
_________________________________________________________________________
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Check that table linens are clean and ready to go.
_________________________________________________________________________
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Decide on tableware and serving pieces. Wash infrequently used pieces.
_________________________________________________________________________
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Order any special items or ingredients you'll need.
_________________________________________________________________________
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Get started on decorations and centerpieces if you're making them.
_________________________________________________________________________
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Make any food items ahead of time and freeze them.
_________________________________________________________________________
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Gearing Up: (2 to 3 days ahead)
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Notify your neighbors you will be having a party and the time you expect it to be over.
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Remove anything from the bathrooms guests will be using you might not want them to discover.
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Clear clutter and put breakables away.
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Assemble party bags/favors.
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Shop for everything but the most perishable items.
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After you return from shopping, recheck your recipes to make sure you have everything you need.
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Plan your timetable for cooking the foods.
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If possible, make nonperishable items, such as snack mixes, ahead.
_________________________________________________________________________
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Confirm services with all vendors.
_________________________________________________________________________
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Assign any tasks to volunteers.
_________________________________________________________________________
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Down to the Nitty Gritty: (1 day ahead)
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Shop for perishable and last-minute items.
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Re-clean the house as necessary, especially bathrooms – check on toilet paper, clean linens
Tip: Paper hand towels are a nice touch
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Decorate for the party.
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Prepare an area for coats, purses, umbrellas.
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If possible, arrange and set your table(s) and serving areas.
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Put slips of paper in each serving piece naming what will go in the dish.
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Prepare as many recipes and ingredients as possible. For example, chop vegetables you'll cook
as part of a recipe.
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Thaw frozen items. If the items are perishable, thaw them in the refrigerator.
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Bake Cake if you're doing it yourself or pick up cake at bakery.
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Wrap presents.
Let's Party: (Party Day)
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Pick up balloons.
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Pick up ice.
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Ice down cold beverages.
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Go over the house again for a final cleaning check. If necessary, move furniture.
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Prepare the foods according to your timetable so everything will finish when needed.
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Wash dishes as you go along to save cleanup time later.
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Run the dishwasher, so it'll be empty and ready for party dishes.
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Set tables or set out tableware.
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Finalize decorations.
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Set out food and snacks that won't spoil with wrap over them until the doorbell rings.
One hour ahead:
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Put all the finishing touches on the meal and tables.
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Clear a spot for placing used dishes as guests finish with them.
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Provide an easily accessible place for garbage.
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Set out cheese and nonperishable appetizers or snacks, if using.
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Instruct volunteers.
□ Get dressed.
As the Doorbell Rings: (5 to 15 minutes ahead)
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Open wine, if serving. Set out remaining appetizers and snacks, if using.
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Light candles and turn on music, if using.
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Put cameras and video tape/film where you can get to them.
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Take a moment to freshen up.
Relax and enjoy!
Guest List
Print out as many pages as needed
RSVP Date: __________
Mailed Guest Names RSVP Number Attending
Yes No Call
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
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Phone: _____________________ email: _______________________________________
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Phone: _____________________ email: _______________________________________
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Phone: _____________________ email: _______________________________________
□ _____________________________________________________ □ ____ □ ____ □____
Phone: _____________________ email: _______________________________________
