A Party Planning Checklist to Guide Every Event

by Alison Davis

Even the best-laid plans can be disrupted by unwelcome weather, an unforeseen event, or a last-minute disaster. That’s why you should always have a plan B! With this party planning checklist as a guide, you’ll be able to ensure your next party will be the talk of the town. This checklist is intended for any party or get-together.

Pick a Theme


One of the most important things you can do when planning checklist a party is to set a theme for the room. A well-themed room will set the tone for your event and make it easy for guests to enjoy themselves. If you’re having trouble thinking of good themes, here are a few ideas:

  • A romantic Valentine’s Day party could have a red and pink color scheme with heart decorations hanging from the ceiling. The music should be slow and mellow, and there could be roses strewn across every table. If you can’t get your hands on roses, you can order your flowers online and have them delivered.
  • A summertime barbecue could be themed around food – think hot dogs and hamburgers! You could hang signs that read “Hot Dogs” or “Burgers” from the ceiling and serve them alongside chips or other snacks. You could also use related props like buns on toothpicks for cake pops or pretzel rods for skewers of fruit!
  • For a Halloween party, consider using scary decorations like witches’ brooms or bats hanging from strings. Turn off all lights except one dim lamp in each corner, play spooky music, and make sure everyone dresses up!

Pick a Date and Time

When it’s time to schedule everything, you’ll want to pick a date and time that works for your guests. You may also need to move around some of the events or activities if they overlap with other plans or events and transportation schedules. You may also have to plan logistics, such as where people are staying overnight if they’re driving from out of town (or even across town).

Finalize Your Guestlist

This should be one of the first things to put down when planning a party. The guest list helps you determine what kind of food and drinks you need to buy and how much you need to buy. You also need it to know how many invitations to print and how much money to spend on decorations. If you invite kids, make sure you have something planned for them, or they may get bored.

Choose a Venue

Choosing a venue for your event is an essential step in planning. The venue you choose will affect every other aspect of the event, from budget to food and beverage options. To choose a venue that best fits your needs, here are a few things to look at:

  • What kind of event are you hosting? If you’re hosting a wedding or other private event, you’ll have more venue options than if you’re hosting a corporate event or fundraizing gala.
  • How large is your guest list? If you have more than 150 people on it, it’s probably better to host at a hotel or convention center rather than someone’s house or backyard.
  • How many rooms do you need? If you’re having an intimate dinner party with 10 people, renting an entire restaurant isn’t necessary. You can rent just one room and still be comfortable! However, if you’re looking for something larger and more luxurious, consider booking a hotel.

Decide Your Budget

Budgeting is an integral part of party planning. Without it, you might end up spending more than you can afford. To avoid that, prepare a budget based on the occasion.

Pick a Host

The next thing you’ll want to do is decide whether or not you’ll host your party or have someone else do it for you. If you choose to host, you need to work on your script. If someone else hosts for you, you need to plan the chain of events with them.

Book Caterers

Many people assume that hiring a caterer takes away their responsibility of checking on the food. This isn’t necessarily true, though. Even if you’re hiring a caterer, there’s still plenty of work to ensure your event runs smoothly. Here’s our checklist for hiring a caterer:


1) What will the food be like? Before committing to them, you’ll want to know what types of foods they specialize in. There are many different caterers, so make sure you find one that fits your guest’s needs!

2) Who’ll be cooking? If there are multiple chefs involved in preparing your meal, make sure they’re all trained to work together and develop an efficient plan if something goes wrong during the party.

Conduct Last Minute Checks

1. Check the event space. Make sure that it’s large enough to fit your guests, and you have access to a stage if you need one.

2. Find out what kind of entertainment your guests would like. If there are different generations present, make sure you have something for everyone!

3. Don’t forget about the kids at your party! Consider hiring a magician or a clown for entertainment. They will love it!

4. Make sure you have plenty of food and drinks available for guests throughout the night, especially if it’s a long one!

5. Don’t forget about decorations; they’re essential when planning an event! You can start by picking out some fun music to play throughout the evening (and maybe even hire someone who can DJ). You can also pick out some fun centerpieces or table decor to make your party stand out from others in your community!

Send Out Invites

Ask guests if they’ll attend and let them know if any additional details need to be confirmed before the party day (ex: particular food preferences or medical needs). If you have a guest list already, send out invites when it’s time to finalize RSVPs.


Want to throw the shiniest, most memorable event there ever was? Well, party planning is no small affair. You’ve got to handle invitations, lighting, food, music, and games. It’s a lot of work for one evening. That’s why we created this ultimate party planning checklist for you. This list will help you handle all aspects of the planning checklist process so your party can go by without a hitch.

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