Party Planning Checklist
|Task||Organizing Tips||Contact info||Who will
||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
|Menu||No event is successful without food!
Plan for food on a per person basis using the following guidelines:
Ask guests at the time of invitation if there are any special dietary requirements:
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.
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?
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.
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
and most of all
and Enjoy It!
by Beverly OMalley
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