Party Planning Checklist
Tips for Organizing Your Home Party Events

Use a party planning checklist and these tips for organizing your home parties and family events large or small. Give yourself lots of time to organize it and you will be better able to enjoy it!

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Whenever you have the privilege to organize a party or other large family gathering you will need to have a planning tool to help you organize it.

When you agree to organize it what you have really agreed to do is plan it because in common language the words planning and organizing are used interchangeably.

Have you ever had the experience of organizing an event and then losing all the bits of paper you wrote your notes on? You can keep the planning process under control by using the OMS party planning checklist for family functions. On the checklist are the 8 major areas or organizing tasks that have to be accomplished for any event.

Plans are only real when they are written down! You can download a blank OMS party planning checklist here.

This party planning checklist is available in pdf format. You will need Adobe Acrobat Reader. If you do not have it you can download it here.

All the details are in the planning so give yourself lots of time and use this handy event planning checklist to keep track of all the necessary tasks that need to be done and who is going to do them!

Here are a few more rganizing tips for when you are using the OMS party planning checklist for family functions. These tasks are not necessarily presented in order although common sense dictates that certain things must be done first (like setting the date). Many planning tasks will be going on at the same time, particularly as the date of the event draws closer.

Tips for Organizing Your Home Party Event Using the
OMS Party Planning Checklist

Task	Organizing Tips	Contact info	Who will organize it?
Date	When exploring possible dates do NOT leave the date open ended ie "What dates would be good for you?" Instead present possible dates and ask for preferences. This makes setting and confirming the event date much less complicated and more efficient. Do not underestimate the amount of time and effort that is required in the planning process. It makes sense that the larger the event the longer should be allowed for the planning process. Things like large weddings or family reunions can take many months and up to a year in the planning process.	Write down any contact information like phone numbers for the rentals or other numbers that you need here	You will be getting help won't you? Delegation is an important skill when you organize it! Read more about delegating on this page How to Create an Organized Home
Venue	Will this be a house party or will you need to rent a hall, or book a group campsite? Consider a house cleaning service in the budget if it is a large party to be hosted at someone's private home. Organize a cleaning crew for before and after the event If this is at a private residence don't forget to tell the neighbors especially if it is a large event and parking or noise might be disruptive to the usual happenings in the neighborhood.
Menu	No event is successful without food! Plan for food on a per person basis using the following guidelines: 6-8 hors d'ouvres 1-2 pieces of chicken 3-4 ribs one potato 450gms (1 pound) of turkey 200gms (6 ounces)of uncooked meat Calculate how much food you will need and add 10%. Gauge the amount of food based on the type of crowd. If it is largely an older crowd this could be reduced or if you are expecting families with teenage children then you may want to estimate slightly more per person Ask guests at the time of invitation if there are any special dietary requirements: vegetarian allergies If everyone agrees to chip in for the cost hire a caterer.
Guest List	how many? - good number estimates are essential for setting the budget and being prepared with food and necessary equipment such as rented tables or chairs. phone or written invitations? Be sure to set an RSVP date when attendance is confirmed. This is essential for all event planning whether the party is large or small.
Budget	There is no doubt about it, the party will cost money! For a large event like a family re-union you might want to poll participants to see want they would be willing to spend and collect financial contributions up front. The best possible scenario is to set up bank account specifically for the event. For smaller events like family birthday parties a financial contribution may not be necessary and guests can contribute by bringing a specific food item or volunteering for set up and take down duties.
Set Up/Take Down	If you are renting (or borrowing) tables, chairs, or tents get a crew organized to set up and take down. This is a really good job for adolescent boys or the young men. Record the names on your party planning checklist. Having it written down makes it official.
Entertainment	How will the guests be entertained? music games slideshow speeches and/or roasts and toasts
Hosting Duties	greeting and coat duties - great job for the kids bartending - not a great job for the kids. Keep them busy doing something else! serving For large parties or events that go over more than one day families can take hosting duties for specific days or meals.

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Organizing Tips

The key to any good planning process is communication. Make sure everyone know their own roles and responsibilities and keep them informed of progress and details as the planning milestones are met.

Nothing ever goes according to plan so plan for the unexpected. If you will be in a venue with limited communication such as a camping venue make sure there is a cell phone and supplies for first aid.

Food Safety

If you are planning on a buffet style and people are contributing menu items from their own kitchen be sure to have appropriate storage facilities to keep the food hot or cold enough to prevent bacterial growth.

Hot food left too long can cool and create a warm and cozy environment for bacterial growth. Cold food that is not kept cold will warm up quickly on a hot summer day.

Basically you want to keep hot food hot (rent chafing dishes or steam tables if necessary) and cold food cold.

Make sure you have plenty of fridge space and/or coolers on hand.

If it is necessary to prepare and freeze large amounts of food ahead of time then rent a freezer locker space and stock it up. Nothing can spoil the memories of a special family re-union or wedding like a case of food poisoning!

This checklist is not meant to be a time line although you may want to write in specific dates to have each task accomplished. Or try this planning timeline to help keep larger events like a family reunion, on schedule.

With the OMS party planning checklist you can

Organize it
Plan it
and most of all
and Enjoy It!

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