Party Planning Checklist & Guide

Maybe it’s your upcoming 21st birthday, a big 50th bash, or a more intimate Christmas gathering with your family—there are so many incredible life moments to celebrate with a party! Whether you’re planning a lively dance party or an elegant dinner affair, the right event planning can turn any occasion into a cherished memory.

Just like the latest McCain fries ad, you’re never ‘just’ sitting at home doing the same ol’ boring thing—the everyday can be elevated to become an unforgettable experience. Every celebration, big or small, has the potential to go down in the history books of fun.

No matter the size or type of event, you want to ensure it’s memorable and, of course, as stress-free as possible. Here’s our party planning checklist to make sure your event is a hit!

The steps to the perfect party
  1. Set the time and date 
  • Choose a date: that makes sense and works with your guests. If the event is for a birthday, make sure it’s around the birthday. Have a think about the day that you are picking as well – will people be at work, are they likely to have other commitments?
  • Set a time: depending on what kind of party you are going for, the timing will most likely be pre-set. For example, you can’t have a brunch event in the evening, or a 21st rave in the morning

2. Determine the budget 

  • Set an amount: have a think about how much money you want to spend on the event. Be realistic with this and make sure it is going to be feasible. An event for 100 people, probably isn’t possible on a budget of $100.
  • Allocate your funds: break down where your budget will go and how much you will spend on each element. Have a think about what your priorities are with the event and this will help. If having really good live music is a priority, make sure you allocate more to this.

3.Choose a theme

  • Pick a theme: have a think about what you want the event to look like and focus on. This may already be determined for something like a Christmas party, but remember it’s your party, your rules. Do you want it to feel like you’ve stepped back in time? Or maybe into the future? 
  • Choose your décor: once you have your theme, you need to think about how you’re going to bring the theme to life. What props and design elements can you get to transport the guests into your theme. This is a big one to think about budget on, as you will easily blow the budget if you’re not referring back to it.

For more inspiration or help, check out our Celebration Page.


4. Create your guest list 

  • Create the list: think about everyone that you want to attend your event, and write them down. Be sure to include their contact details so you can send them an invitation. It’s also important you consider the size of the venue and your budget when you write this guest list. More guests, always means more money.
  • Invite your guests: find the best way to invite your guests to the events. This may be via an online invitation, a Facebook group or a physical invitation. If you are leaning along the lines of the e-vite, have a read of our blog with an online invitation guide.

5. Select The Venue

  • Research the venue: once you know how many people you want to invite, and you have a clear budget in mind, it’s time to think about where you want to host the event and do some research. 
  • Confirm the venue: you’ve found the perfect venue, make sure you lock it in. You don’t want anyone else sneaking in and taking the perfect venue from you. 


6. Pick the menu

  • Decide on a menu: this is one of the most fun parts, picking what you will eat on the night. Have a think about what sort of cuisine you want, as this will help you find a caterer. Also consider things like a sit down vs a cocktail menu, and again the budget.
  • Confirm your caterer: once you have done some research, and gotten prices for your catering, lock in your favourite option to make sure you don’t miss out.

7. Entertainment selections 

  • Plan your entertainment: have a think about the kind of entertainment you want for the event, does a bank make sense, or a DJ? Potentially a tribute band replaying songs from your favourite era 
  • Book your entertainment: just like with food and the venue, it’s important to lock in your entertainment, this will make sure you have full control over the tone of the night.


8. Confirm everything 

  • Check in with your guests: make sure you are clear on who is coming and who is not coming and follow up with those that are outstanding. You need to know who and how many are coming so you can plan accordingly. 
  • Confirm your vendors: make sure to do a final cross check of your suppliers. Have they confirmed the correct date, when are they arriving, do they have any special requests.

9. The day before 

  • Prepare: do any last minute checks and balances that will make sure your event is perfect. If your event is outside, this is when we would be doing our rain dance to make sure it stays away. 
  • Enjoy: the biggest thing we want to make sure with our clients is they take a moment before the event to enjoy the excitement, it shouldn’t be all work. 


10. Event Day 

  • Enjoy: as repeated above! Make sure you have fun and enjoy all your hard work. You didn’t organise a party just to spend the whole day stressed 
  • Get a coordinator: I can’t stress enough how much a coordinator will help with the day, let them stress over the nitty gritty whilst you sit back and relax.

 

We know party planning can blow out and become really stressful and overwhelming, but the good news is it doesn’t need to be! With a little organisation and the right help, you can focus on creating memories that last a lifetime.


Looking for someone to handle your party planning so you can sit back and enjoy? Contact us today.