A Free Party Planning Checklist

Planning an important birthday party, wedding, or any other celebration is a daunting task. How can you possibly remember everything?

Venues, entertainment, photography… booze! And more…

That’s why we decided to share our party wisdom and help you cover all the bases. Our party planning checklist will guide you through planning the perfect celebration!

Simple save and print the below infographic, and you’re half the way towards the ultimate perfectly planned party!

Party Planning Checklist (downloadable)

Transcribed Party Planning Checklist

Whether it be an important birthday party, a wedding or any other celebration, planning a party can be a daunting task. Below you will find a handy checklist to help make sure you have covered all bases when planning your next party.

THE Basics

Who, why, when and where? Answering these questions is the first step to planning a successful party.

• WHO IS THE PARTY FOR?
• WHY? (Eg. Birthday, wedding etc.)
• WHEN?
• WHAT TIME?
• WHERE?
• THEME?
• NUMBER OF GUESTS?

THE Guest List

Now that you have all of your basic information and know how many people you want to invite, it’s time to put together your guest list.

INVITE – SENT

RSVP – YES / NO

Now that you have that information, you can put together your invitations! These can either be physical invitations that are mailed to your guests or online invites sent through social media/email. Online invitations make it easier to keep track of everything but physical invitation make the event seem more special. Base your decision on the type of party you are planning.

PREP the Decor

The decor can really add to the vibe of a party and set the tone for the event. If you have a theme, then decor should be based around that. Keep in mind restrictions based on your chosen location, budget and time.

BASIC CHECKLIST

• Welcome signage
• Balloons
• Banner
• Tables & Chairs
• Gift Table
• Lighting
• Linen
• Table settings
• Dance floor

AT HOME PARTY CHECKLIST

• Clean house
• Stash valuables
• Coat/bag storage

OUTDOOR PARTY CHECKLIST

• Rain out plan
• Pavilion
• Bug Repellent

VENUE PARTY CHECKLIST

• Set up time
• Venue contact
• Cut off time

PLAN the Fun Times

Adding fun activities to your party can really make your event one that your guests remember. Here are a couple of ideas to make your party fun and memorable.

• Photobooth
• Party Games
• Music/DJ
• Prizes
• Swag Bags
• Party Favours
• Dance Competition
• Photographer

MUSIC

• Contact Name:
• Contact Phone/Email:
• Arrival Time:
• Playlist/Genres:

PHOTOBOOTH

• Contact Name:
• Contact Phone/Email:
• Arrival Time:
• Preferred Props/Backdrops:

PHOTOGRAPHER

• Contact Name:
• Contact Phone/Email:
• Arrival Time:

PARTY GAMES

THE Food & Drinks

There are many ways to handle the food and drinks for your party. Will you hire a caterer or will you do it yourself? Are drinks supplied or is it BYO? Catering takes a lot of the pressure off of you but supplying your own food is often cheaper.

Do It Yourself

• Make your menu
• Make a grocery list
• Food prep list
• Required serving dishes
• Dinnerware & Cutlery
• Recruit a friend to help

Catered

• Hire Caterer
• Chose Menu
• Hire bartender
• Order Cake (if required)
• Caterer Arrival:
• Bartender Arrival:
• Cake Pick Up:

Menu Plan

• Drinks
• Starters/Snacks
• Mains
• Dessert