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EventWise Party Planning Guide & Checklist
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Memorable parties are unique, fun and well organized from the start. And since event planning and ideas are our specialty, we've put together the EventWise Party Planning Guide & Checklist along with a Resources Contact List to help make your next event a hit! Go ahead and print out our planner then check out the list of local resources on our site. Whether you want professional Event Planners to handle the whole shebang, maybe just a few details or you're ready to handle it all yourself, the answers are right here!
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| First Things First |
Details are so important for a successful bash, but get started by taking a broader view. Consider these factors first then follow our checklist to put the details in order.
- Who is the party for? ___________________________________________
- What's the occasion/theme? ______________________________________
- What's the best date and time? ____________________________________
- What's your budget? ___________________________________________
- What type of party (cocktail, sit-down dinner, buffet)? __________________
- How many people are you inviting? ________________________________
- Where's the best location? _______________________________________
- What entertainment or speakers are needed? _________________________
- What's your schedule of events? __________________________________
Favorite Themes and Activities
- Backyard cookout
- Caribbean
- Casino
- Catered Picnic
- Cinco de Mayo
- Costume
- Ethnic
- Evening Banquet
- German/Oktoberfest
- Gold Rush
- Hawaiian Luau
- Active Games (baseball, three-legged race, horseshoes)
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- Holiday
- Mardi Gras
- Nautical
- Patriotic
- Political
- Roaring 20's
- Sock Hop
- Sports
- Talent Show
- Western
- Quiet Games (chess, dominoes)
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| EventWise Party Planner Checklist |
Whether your crowd wants elegance or pizzazz, first impressions are crucial. Don't leave anything to chance. Start with your budget as that can affect your choices of location, type of party, time of day or year, menu, guest list, invitations, décor and even entertainment. Of course, the more you do yourself, the lower your costs become. But remember, your time is valuable too!
Party Budget
Let's face it, almost every party or event has a budget and that sets the course for many other decisions. So set it and stick with it throughout your planning process.
Party budget: $___________________________________
Location
Location, location, location - pick a place that fits your budget, is easy to get to and find, and creates the proper atmosphere for your guests and event theme. Once you've found the right spot and the date is open, remember to ask about the services they offer or require. Like caterers, servers, tables, linens, décor, props, lighting, sound, set-up help, transportation, parking, security, and even liability insurance.
- Rental cost: $_____________________________________
- Transportation
- Parking
- Coat Check
- Tables including dining tables and tables for gifts, information, registration and seating cards.
- Linens/Cloths
- Décor
- Equipment available (lecterns, microphones, stages, props, lighting, sound, VCR/TV, overhead, computers and personnel to install and set up equipment).
- Powder Rooms supplied with plenty of guest soaps, hand towels and toilet paper.
Food/Drinks
Good food leaves a good lasting impression and so does good service. Consider caterer references and check out the quality of their food and services yourself. Choose your menu and beverages at least 4 weeks before your party date.
- Menu cost: $ _____________________________________
- Choose caterer or food supply source.
- Select menu (taking into account special diets).
- Plan bar and refreshment choices (non-alcoholic, alcoholic, cappuccino).
- Enlist cook, servers and bartenders.
- Order cake/desserts.
- Make shopping list.
- Plan cooking schedule.
- Acquire cooking equipment.
- Collect serving pieces, platters, ice bucket, tongs, wine and bottle openers, bar garnishes, drink stirrers, coffee and tea bags, cream, sugar, salt, pepper, condiments.
- Plates
- Silverware for all courses.
- Glasses for water, wine, beer, soda, coffee.
- Dinner, dessert and cocktail napkins.
Decor/Flowers
Flowers, balloons, candles and décor set the mood from the first moment guests enter the room. Work these items around your theme to tie the look and atmosphere together.
- Décor/Flower cost: $______________________________
- Order flowers and balloons (at least 3 weeks before your event).
- Centerpieces
- Décor or arrangement for registration table.
Entertainment/Speakers
Your event theme, occasion and guest list often determine the proper entertainment. Stay within your budget, but as the star of the show, don't skimp on this one!
- Entertainment cost: $ ___________________________
- Speaker
- Music
- Dinner music
- Other entertainment/activities
- Games/Amusements
- Babysitter
Invitations
The party invitation is the first glimpse guests have of the upcoming event. Your invitations can set the tone and expectations. Be sure to choose a design that expresses the theme of your party and includes these important details: event, date, time, location, attire and RSVP date. When appropriate, also send: a separate invitation to reception, ceremony or benefit; response card and envelope with postage; business card; donation card; directional map; program; agenda; tourist information; or tickets to area events.
- Invitation and postage cost: $___________________
- Create guest list.
- Make or purchase invitations.
- Address and mail invitations (3-4 weeks before the event).
- Keep guest list by the phone to record RSVP responses (as soon as invitations are sent).
- Create attending guest list from responses (1-2 weeks before the party or as soon as the RSVP date has passed).
- Contact any guests who have not responded by the RSVP date.
Transportation/Travel
Now's your chance to show off your town! Track down the best transportation and lodging your budget can afford. If your guests are picking up the tab, offer them choices that fit their pocketbook. But remember, it's important to keep everything close to your event location.
- Transportation/Travel cost: $____________________
- Air transportation
- Transportation to and from airport, hotel, restaurants and your big event.
- Tourist information/maps.
- Tickets to area concerts, museums or events.
- Welcome gift or basket.
Rental Items
Rental items like tables, stages and props make up the core to guest comfort and entertainment. Once you've booked an event location, check there first to see what items and equipment they have on hand.
- Rental items cost: $_____________________________
- Tables
- Chairs
- Linens/Cloths
- Bar
- Punch bowl and ladle.
- China/silverware/plastic ware
- Tent or outside enclosure.
- Heaters/fans
Awards/Gifts/Favors
Everyone loves to take home a momento or prize to remember a great event. The possibilities are endless, ranging from photographs and glasses to corporate logo items, awards and plaques. Choose something appropriate for your guests, party theme and occasion.
- Awards/Gifts/Favors cost: $______________________
- Select and buy awards or gifts.
- Make or buy party favors.
- Set up and present awards/gifts/favors at event.
Photographer/Videographer
You've worked so hard to make this event a hit! Now bring on the professionals to capture the fun and excitement on film. Professional Photographers and Videographers catch all the details for great memories of a great time!
- Photographer/Videographer cost: $________________
- Select and interview Photographers and Videographers.
- Complete a contract to book the party date.
- Finalize details with the Photographer and Videographer on particular people, groups and subjects you need photographed or videotaped (at least 2 weeks before the event).
- Set up a date to view proofs and place orders: ____________________
Cleaning Supplies
The party's over, but the clean up has just begun. Enlist clean-up help before the event so that someone stays around to help. Stock up on these items to quickly get the job done:
- Cleaning supplies cost: $________________________
- Garbage bags
- Dishwashing soap
- Club soda
- Brooms, dustpans and vacuums.
- Glass cleaner
Back-up Plan
When it comes to party planning, a smart planner is prepared for anything! That means a back-up plan. So make up your list of alternatives-just in case something falls through.
Date: _________________________________________
Location: _____________________________________
Food: _________________________________________
Entertainment: ________________________________
Sound: ________________________________________
Décor: ________________________________________
Medical Emergency procedures and contact: ______________________
The day before the party
You've made it! Now the party is falling into place as planned. Keep your checklist close and never turn down a friend or colleague who offers to help! Get a good night's sleep and the best is yet to come!
- Set out supplies for the party.
- Check out your furniture arrangement and general decor.
- Create a list of tasks with the estimated times of completion.
- Reconfirm with helpers the time that set-up and preparation and/or clean-up will begin.
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| EventWise Resources Contact List |
| Resource |
Contact |
Phone/E-Mail |
| Party Planner/Consultant |
______________________
| ______________________
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| Location |
______________________
| ______________________
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| Entertainment/Speaker |
______________________
| ______________________
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| Invitations |
______________________
| ______________________
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| Caterer/Menu Planner |
______________________
| ______________________
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| Cake/Desserts |
______________________
| ______________________
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| Liquor/Refreshments/Ice |
______________________
| ______________________
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| Bartenders |
______________________
| ______________________
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| Linens/Cloths |
______________________
| ______________________
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| Equipment Rental |
______________________
| ______________________
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| Florist |
______________________
| ______________________
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| Décor |
______________________
| ______________________
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| Photographer/Videographer |
______________________
| ______________________
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| Signage/Banners |
______________________
| ______________________
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| Awards/Gifts |
______________________
| ______________________
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| Party Favors |
______________________
| ______________________
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| Transportation |
______________________
| ______________________
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| Travel |
______________________
| ______________________
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| Security |
______________________
| ______________________
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| Liability Insurance |
______________________
| ______________________
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| Cleaning Service |
______________________
| ______________________
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