Planning The Party - Step by Step Starting 5 Weeks Out
So you're planning a party. Of
course our first recommendation is to hire a good event planner or a
full service caterer (we happen to know a good one!) but for those of
you taking on the whole thing on your own....
In addition to lots of patience and some luck we thought it would be
nice to share with you a step by step plan which can help make sure
nothing fall between the cracks and you stay somewhat sane through the
process.
So....
Planning The Party
A step-by-step guide to making sure you survive your own holiday party!
By Sebastien Centner
3 to 4 weeks out
- Pick a date and time
- Set a budget and be realistic (consider number of guests, type of event etc)
- Invite your guests (if mailing invites or for busy times of year such as the holiday season do this earlier)
- Decide on what type of party you will be hosting or
the theme (cocktail party, brunch, formal dinner, etc) this will
determine most of what needs to be planned next such as # of guests,
etc…
- Book entertainment if you are planning someone in such as a band, DJ, etc (do this as early as possible)
- If you are planning on using a caterer call and book the date with them, same goes for staffing company
2 weeks out
- Decide on décor theme and start putting together
your elements (make a list of what you have and what you need to buy)
- Plan the menu and make a shopping list (consider
special dietary restrictions, some of your guests favourite foods,
aversions, etc)
- Plan the bar menu, make a list of what you need
(don’t forget to include non-alcoholic, mixes, ice, garnishes, etc) and
buy it. You can always store it in the garage for a couple of weeks
(except for the ice and garnishes) and saves you running to the liquor
store on a Saturday afternoon when you guests will be arriving only a
few hours later.
- Book rentals (will be based on the menu) or if you
are using your own make a list of how each item will be served
1 week out
- Call any guests who haven’t let you know if they
are coming – you will need to know a close to exact guest count for
your shopping lists
- Set the seating plan (for a dinner party)
- Buy any items for décor etc (refer to list from 2 week out item)
- If you have booked a caterer, rentals or staffing, call each one to confirm delivery times, guest count, etc
2 days out
- Purchase all your food products (except for fresh vegetables, meat or fish)
- Decorate areas of the home that can be set ahead of
time (for example if you have a separate kitchen table and dining room
table you can likely set the dining room table a couple of days before)
- Clean the house, set out bathroom amenities, etc
(if you have kids you will likely be cleaning again the morning of the
party)
1 day out
- Decorate all other areas of the home which could not be done 2 days out
- Finish your food shopping for fresh products (meats, fish, fresh bar garnishes, etc)
- Do all the prep associated with cooking for the
party (the more you do in advance – making sauces, chopping vegetables,
etc, the less you need to do the day of the party)
- Refrigerate your bar product, prepare the
self-serve bar area (with everything but the chilled product and ice)
- Set a clearing station (if you are using rentals or
disposables have an area (outside the back door, garage or basement) to
hide glass cases, bins, extra bar product and garbage
- Have some empty vases readily available (in case
someone brings flowers you don’t have to rummage through the cupboards
looking for a vase)
- Be prepared to accommodate coats (for larger groups you can rent coatracks or use an empty bedroom)
Day of the Party
- Do a quick dust-up on décor around the house,
sweep, if you have done a full cleaning 2 days before this should be an
easy step
- Finish preparing the food (cut lemons and limes for
bar, toss the salad but don’t add the dressing until the last minute,
etc), be ready to serve or reheat (depending on the menu)
- Get dressed (make sure to leave yourself enough
time to get dressed and still have about an hour before guests arrive
for last minute adjustments) you can always wear an apron for the last
hour to keep yourself from getting dirty
- Put out the bar product, ice, garnishes
- Put out the food (for a canapé menu be ready to serve and add final touches)
- Light candles, start the music get ready to greet your guests and ENJOY!
Check out our party spin wheel to calculate exactly how much of each item you need for your next party.
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