You’re going to throw the party of the year but you don’t know where to start or how long things should take to get done.
While many very specific details will depend on the size and nature of your party, there are some general planning guidelines to follow to help keep you on track and not scrambling at the last minute.
Before I get into the timeline, let me first say that the further out you have to plan your parties, the easier it will be and the more money and effort you can put into it.
Also, be sure to get some reliable help. Whether that is a relative or a professional party/event planner, do not do everything yourself. That’s a recipe for going insane.
So, here’s my general party planning timeline:
2 Months Before
List general details. You want to make sure you cover about how many guests there will be, venue/location, budget, and theme. While these are just general details, they will be important for establishing how you handle the planning from here on.
1 Month Before
After the theme, guest list, and venue have been finalized, send out invitations. People are so busy these days that the more time you give people to plan, the easier it will be for them to put your party in their schedule. This is another way to ensure success. This would also be the time to finish paying most or all of the fees for the venue. Depending on the venue, the entire fee may be due in advance or the balance may be due at the conclusion of the event. Be sure you are clear on what you owe and when it is due.
2-3 Weeks Before
Confirm the number of guests who will attend and ensure there are no last minute surprises with the venue and any other vendors with whom you have contracts. This also includes finalizing the menu.
3 Days Before
If you plan on handing out goody bags or favors of some sort, take this time to put them together. This is not a task you want to do the day before your party. Again, do not do this all yourself. Make a mini-party out of getting the favors together.
The Day Before
If you have access to the venue the day before the party, take this opportunity to decorate as much as you can. This will give you more time on party day and less to worry about. If any of your decorations are perishable, such as flowers, save those for the day of the party.
Party Day!
This is the day you’ve been waiting for! But before you get to partying, be sure that all decorations are complete and you have arrived at the venue at least 1 hour before guests are too arrive (this will vary depending on how much decorating you did the day before).
You may also want to hire a party/event planner just for the day of the party to oversee the party and the details so that you are free to have fun. If this is the day final balances are due, the planner is also a good person to turn those details over to as well.
Remember to arrange for clean up after the party and send your guests thank you notes for coming and get them excited for your next smash hit party!
I hope this timetable has been helpful for you. For more help on party planning, visit the following websites:
Small Biz Go to Girl
