Ask where deliveries can be made if needed. Confirm when your team and additional crew can enter the venue and start setting up.Make sure you have the contact information of the venue manager in case you have questions or problems arise, such as being locked out of the venue.When working with venues, keep in mind the following: But if you follow our event checklist, you will be able to navigate through your tasks. Parties can be both indoor and outdoor events, which adds a little complication to the process. There are often last-minute cancellations. Note: You should expect 60-85% of the guests to come to the party. Location (Provide this piece of information online only when necessary).When sending out invitations, either by mail or online, be sure to include the following: Whether you create the music playlist or review that of a hired professional, keep in mind when you want the music to be playing, such as while guests arrive or when a certain individual welcomes everyone. Entertainment can be in the form of a live band with couples out on the dance floor or even stand-up comics. Hiring a roleplayer as a Disney princess, clown or pirate is also a popular option.įor a company party, however, activities can include a raffle, interactive games, or even friendly competitions. Step 7: Plan Activities and EntertainmentĪ child’s party will include activities they and their friends will want to do, such as swimming, playing board games, or jumping around an inflatable bouncer. Remember that celebrations often have cake!ĭepending on the type of party, you can ask guests to choose their preferred dish and find out if anyone has allergies or special dietary requirements. In other cases, it’s up to you and your team to shop for and prepare the food. You may be in full command of the food menu or be required to only review it if you hire a caterer or professional chef. These factors will help you to manage your guest list.įor more help, EventPro’s software includes features for keeping track of RSVPs and guest contact information. Consider how many guests can safely fit at the party’s location and review your budget. However, planning a family member’s party may be a little trickier. Party planners may be given a limit of guests to invite by the host or key stakeholders. The party favors must also have a connection to the theme and person or company being celebrated. Guests usually like to receive items when they leave, no matter their age, and if you’re promoting a person or organization, this is where you can provide guests with samples of products or gift cards. You and your team can decide if there are any decorations that can be handmade or borrowed in order to save money. Step 4: Decorations and Party FavorsĪs soon as the theme is decided, brainstorm about how to decorate the event space if you already know where it will take place, such as the company’s office or someone’s backyard. Know what the person or company of the hour likes and what their history is to throw a party they will enjoy. For example, a steampunk theme might be relevant for a watch or technology company. In the case of a wedding, the theme may also not be your decision, but for birthday parties and other celebrations, make sure your theme is relevant to the person or goal of the event. Some organizers may want their team onboard from the start to assist with brainstorming, but this step can happen later if you prefer to make all the decisions and simply want them carried out by others. Our event and wedding planning software has a budgeting feature! Step 2: Create a Teamįind friends, family members, or professionals who can focus on certain aspects of the party planning, such as equipment setup, entertainment, and grocery shopping (depending on the food arrangements). If you’re planning for a company, they will provide you with the budget. Note: As soon as you start planning, outline all of the main points of the party, including food, location, and decorations, and make the budget. As you’re choosing dates, you may need to check with VIPs and venues to ensure that they are available for that day. If it is your decision, you should plan a month or more in advance to come up with party ideas, find a venue (if necessary), invite guests, and everything else. Take a deep breath and read on! Step 1: Give Yourself as Much Time as Possibleįor some parties, such as a wedding, the date may not be up to you. Our ultimate party planning checklist will help you to stay on track and less stressed throughout the process.
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