Party Planning Tips Part III

The key to successful throwing a well planned special event is about how you go about organizing, delegating and following-thru on action items. The more parties involved, the more crucial good order is. As with preparing a meal, timing is everything. Therefore putting together a timeline planner for your event will help you make sure all your work is properly coordinated.

To start make lists of tasks that can be done well in advance and those for the day of party. Compare this to the timeline planner below and make the needed modifications according to your shopping lists and budgeted items.

FOUR WEEKS BEFORE

• Put together your guest list and gather addresses and phone numbers
• Order or make invitations
• Plan your menu
• Finalize the space layout and decorations
• Using Shopping List #1 purchase decorations, paper goods, and other supplies, non-perishable foods and

  drinks

• Contact those who will help with the party
• Address and mail your invitations
• Write a list of your background and dance music (stick with the theme of your

  party). Remember to include the song title, artist, band and year of release

THREE WEEKS BEFORE

• Confirm any friends, family, and hired service people working the party
• Telephone guests who have not responded to your invitations so you can get a

  definite guest count for food and space requirements.

• Put together a music CD of background, mood or dance music
• Make needed preparations for out of town guests such as guest rooms, hotel reservations.
• Pick out what you plan to wear at the party and have it cleaned

TWO WEEKS BEFORE

• See that table linens are clean and ready to go. Put the linens under a bright

  light for inspection. Remove all stains. Decide on tableware and serving

  pieces

• Wash less frequently used serving or table pieces.
• Get locks put on your bedroom closet or lock the bedroom door itself. Don?t

  hesitate to secure all valuables.
  

THREE DAYS BEFORE

• Clean your house if the party is at home or your plan to have out-of-town guest

  stop by before or after the party

• Make sure all appliances that you'll be using work properly.
• Using Shopping List #2 shop for any last-minute food or supplies
• Shop for bulk items and less perishable foods
• Touch base with contracted services
• Assign specific tasks to your committee members/volunteers
• Make preparations for cleaning up, returning equipment, etc.
• Make some party foods and freeze them

TWO DAYS AHEAD

• Contact your decorating team
• Begin decorating your home or party facility
• There is plenty of time to get those items you may have forgotten

ONE DAY AHEAD

• Using Shopping List #3 shop for perishable and last minute items.
• Move furniture and put away delicate items that could suffer damage

DAY OF PARTY

• Lock up all your breakable and valuable possessions
• Finalize the decorations and place settings
• Call all help together and give motivational instructions
• Set up an area in or near the kitchen for returning used dishes and waste
• Clear dishwasher for use as needed
• Chill all cold beverages

TWO HOURS BEFORE EVENT

• Put out your clothes and shoes
• Turn on relaxing music
• Light a candle and take a relaxing bath or hand shower. Enjoy the moment.

ONE HOUR BEFORE

• Set out cheeses and non-perishable appetizers and snacks
• Greet your guests

Most of all, enjoy the party!

Marcus Angelo is the founder of Fimark's Event Planner network of party and event planning tools, tips and software at http://party-planner.fimark.net The resource is provided for those who wish to implement a more organized approach to planning and executing a successful family event, special occasion, small or large party or corporate event.

Mark designed the award winning Fimark Family Reunion Planner, a family reunion planning organizer for reunion planners who wish to implement a more organized approach to planning and executing a successful family reunion. The site at http://family-reunion-planner.fimark.net offers reunion planning tips, tools and free reunion planner evaluation software