Practical Tips for Planning a Well-Organized Party

My husband and I recently moved into a house that allows us to more easily entertain family and friends. We have a spacious yard, a swimming pool, a roomy home and a playroom for the kids. So far we've had a birthday party, a few pool parties and a couple family dinners so and I learned quickly to be prepared and organized to avoid the stress that can come with planning a party, whether with a few week's notice or only a moment's notice. For me it all comes down to three pieces of paper and a box.

Planning Checklist
The first thing I did was put together a party planning checklist. It consists of three pages: a planning list, a guest list and a to do list. I keep this file on my computer so I can print out a copy any time I need it. As I brainstorm ideas or think of much-needed items, I just jot them down. With two toddlers, a new house, a husband who travels often and the myriad of unexpected events that can occur on any given day, I don't have the capacity to remember numerous party details. This list has been a lifesaver for me and it only took an hour to create.

Planning List
The first page is the planning list. It contains eight blocks in which I record specific information. It helps me remember my ideas and serves as a shopping list. The block titles are:

food - I write down the foods that I want to serve

ingredients and supplies - I write down what I need to make those foods.

condiments - I have a printed list in this box that includes sandwich toppings, dressings, dips, etc that I usually have on hand. I can cross of what I don't need and add anything else I might not have in the house.

drinks - I printed a list of drinks I have on hand such as soda, juice boxes, coffee, etc. Again, I cross of what I don't plan to serve and add any extras.

paper goods - This is another printed list of the paper goods and plastic ware we use mostly for our larger, outdoor parties.

games - I use this box when we are having kids over, such as for my son or daughter's birthday parties. For example, if I've thought of a theme-related game that I think will be fun, I write it down.

decorations - If I plan to do any decorating I write down what those plans are and what I need to buy or make.

other - This is for any miscellaneous items I need to remember that don't fit in the other categories.

Guest List
The second page of the checklist is the guest list. I typically only use the guest list when I am planning a party weeks in advance or it is a big party. The worksheet has headings to record the name of the event, the location, the date and time of the event and the RSVP date. Then there are four columns to record guest information. The first column lists the person or family invited. The second column records the total number of guests invited with that person or family. Once the person or family responds, I record the number attending in the third column. The fourth column is for miscellaneous details. For example, maybe one particular family invited to a birthday party can't come in time to eat with us, but they will stop by for cake and ice cream before the party ends.

To Do List
The final page of the checklist is the to do list. It is made up of ten blocks. Each block represents one day. I don't necessarily use all ten blocks. It depends on how far in advance I am planning the party and how much work needs to be done. I write down the names of the days leading up to the party - one above each block with the last block being the day of the party - and list the things I need to do on each of those days to prepare for the party. My to do list might include shopping, cleaning, making calls to confirm attendance and decorating. This has been a very useful tool in helping me to amke sure I complete everything that needs to be done without waiting until the last minute.

Obviously, if we have an impromptu party there isn't much planning to do. I print out the checklist anyway since it serves as a good reminder of what supplies I need to pull out or buy before the guests arrive.

Party Supply Box
The other thing I did was purchase a large, sturdy, plastic tote to hold leftover party supplies that can be used for future gatherings. Contents include items such as paper goods, plastic ware, utensil caddy, streamers, balloons, and a box of birthday candles. Everything is stored neatly and in one place so I don't have to waste time looking for them as I get ready for the next party. I can simply grab the box and pull out what I need.

Some parties I plan to be special and perhaps formal. Other parties are very spontaneous and casual. Either way, I want them to be as stress free as possible so I can enjoy them. This checklist and supply box have really helped to keep me organized and focused on what I need to do to make each party, as well as the planning, a pleasant experience.