Free Party Planning Checklist
Just the basics to get you started. with party planning. You can download our free Printable PDF and change it to fit your specific needs.
Starting plans can be challenging, especially for major events like weddings, which should be planned a year in advance. Events with distant guests need ample notice, and securing vendors and venues can take time, often due to high demand. Weekends have limited availability compared to weekdays. For fundraisers or reunions, aim to plan at least six months ahead. Local parties require vendor contact three months prior. Assembling key components of the event takes time.
Party Planning Invitations
Look who’s coming to dinner! Knowing how many guests are attending is critical to picking the right venue, catering, rentals, and entertainment. Always send some kind of invitation and ask for an RSVP. There are a ton of apps available for invites as long as you have their email address. Ask your friends for their email addresses. Then, provide them with all the details in the invite. You can also use messenger, facebook events planner, or simply text individuals one at a time by phone. However, keep a written list of your own going. This way, you know exactly how many will be showing up.
Party Planning Venue
Location, Location, Location: Choose your venue based upon the guest count. Size does matter! Pick a venue that is too small and your party will split up. They will end up in two or more groups sitting in different locations around the venue. One too big and your guests may wander too far from the activities you’ve planned and miss the excitement. Ultimately it is all about how many people and where they all are coming from. Always plan a local event nearby. Plans for nationwide attendance need to be centrally located. Alternatively, choose a place everyone would love to visit if they had an excuse. Las Vegas is the big one, but you better plan ahead for any venues in Vegas. Lots of local venues offer more than just a place to have the party. Some offer all inclusive services that go from decor to catering and entertainment.
Party Planning Dress Code
What to wear? Deciding if it’s formal or casual depends on the occasion and your taste. Choosing a themed party gives people a chance to wear period costumes and add fun accouterments to their ensemble. Choosing attire is an easy choice. Pick a location where the event is going to take place and decide if it is primarily indoors or outdoors. The more comfortable the temperature is the more fun the guests will have. Costume parties are great but some outfits are really hot to wear. I’m a formal wear kind of guy for an indoor event. I will quickly change into beach wear just to stay cool at an outdoor BBQ.
Party Planning Budget
How much does this cost? While budgeting seems crucial, the actions described involve no initial costs. Start by researching prices from various vendors like venues, catering companies, and entertainers. Collect extensive information on price ranges, then negotiate a reasonable price with selected vendors. Avoid unnecessary spending, but choose wisely according to your financial situation. Verify vendors’ claims by meeting them in person, attending tastings, or going to conventions to connect with trustworthy professionals.
Planning a Wedding
There are so many choices to be made. Decisions don’t often come easy when making plans for a ceremony and reception. You can use our free wedding DJ Questionnaire to help make the best choices for you. I’ve listed many of the traditional elements in a wedding ceremony and reception. Our Wedding Planner Questionnaire is listed below.
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Wedding planning tips and tools
Every party planner should make an outline of how the party will progress. Below is an article that defines the segments for your standard party with dinner and entertainment in mind.
Divide your entertainment into segments
Start here with a behind the screens peak into the world of a professional DJ. See how we see it. Take a look at what it takes to put on the entertainment portion of an event!
https://partydj.home.blog/2022/01/11/enertainment-agenda
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View recent blog posts in the categories listed below
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