We recently wrote 7 tips for writing a party timeline. We thought we would share an actual party timeline that we used. The key to planning a party smoothly is to organize and identify deadlines. Here's a good timeline that you can follow and then tweak to your needs.
12 to 15 Weeks Before the Party
- Decide on the number of guests and create a guest list.
- Select date, time and location for the party.
- Discuss theme possibilities.
- If you want personalized invitations, place the order so that they arrive at least 10 weeks before the party for you to mail.
- Decide on activities and hired entertainment and reserve.
- Hire other vendors if needed: planner and/or decorator, balloon vendor, photographer, caterer, etc.
4 to 5 Weeks Before the Party
- Prepare your invitations and mail or hand-deliver them to friends and family.
- Put your guest list near the phone so you can easily record responses as invitees call to RSVP.
- Ask friends/relatives to help out at the party.
- Or, you can also ask older siblings to help out.
2 to 3 Weeks Before the Party
- Purchase any supplies needed for the activities you selected.
- Purchase décor, party supplies (plates, cups, napkins).
- Decide on your menu.
- Order the cake.
1 Week Ahead
- Call any invitees who have not responded.
- Decide on the schedule for the party so you stay organized.
- Confirm entertainment and all vendors.
2 to 3 Days Ahead
- Purchase any pre-prepared food or groceries you plan to serve.
- Put the party favor bags together.
- Put fresh batteries in your regular or digital; charge video camera if necessary.
- Buy crafts and prepare them for set up.
- Bake any cookies or treats that can be made ahead and stored until your party.
The Day Before the Party
- Clean the party area if applicable.
- Bake or pick up the cake.
- If you're ordering food e.g, pizza, call to arrange your order and delivery time.
4 to 5 Hours Ahead
- Set the table and decorate your home or party room.
- Get balloons filled/pick up pre-filled latex or Mylar balloons from the local store.
- Decorate the space.
- Tie balloons to the mailbox or other obvious area to help mark the party location.
1 to 2 Hours Ahead
- Consider putting your pets in an area away from guests.
- Set up décor, buffets, bars, etc.
This is a timeline that we used and should be used as a helpful tool as you plan your own special event.
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