Party planning is no easy task. While it can definitely be a fun one, there’s a reason that such a thing as a professional party planner exists.Sometimes, figuring out what you need to do to pull of the perfect bash can seem a bit overwhelming.

That’s why we’re here to break it all down and make it simple. With a bit of planning and forethought, you’ll be able to throw a fantastic party.

#1 Things You Must Check a Few Weeks Before

how to plan a party

First of all, you’ll need to answer one very simple question: how big do you want your party to be? That’ll help you figure out what the exact type of party you’re planning.

Of course, size isn’t everything – so when you’re thinking about how big your party is, you’ll also want to take into account another really important consideration: budget. It would be nice to have an unlimited budget, but sadly that isn’t the case for most people (unless your last name is Kardashian). You might find that your budget helps you figure out how big your party can realistically be.

Pick a date and a time. It’s really unusual that absolutely everybody you invite can show up to your party, but your chances are better if you pick a good time. Double-check that you won’t conflict with any major events.

You’ll also need to choose where you’re going to have your party. Is this going to be a backyard bash? Or are you planning on renting out a location? If you’re going to be renting somewhere, call around and make sure you can rent the location for the date and time you want.

Figure out if you’re going to need to hire any help, like caterers or a DJ. Now’s the time to start figuring out who’s got the best deals and will be available for the dates you want. Leave it too late and you might not have much choice in the matter.

#2 Next steps

party planning

Choose a theme if you like. Not every party has to have one, but a well-chosen concept can make a party a lot of fun! You could make your music, food and decorations all fall under the same conceptual umbrella. Your topic could be something related to a holiday or current event, or perhaps you’re throwing a party for a special occasion such as a birthday or anniversary.

Decide who you want to invite. Are you going to invite practically everybody you know, or do you want this to be more of an exclusive type of soiree? If you’re putting together a work or professional event, will people be allowed to bring their partners and families?

Now, you’ve probably got all the important details about your party sorted out. That means it’s time to start sending out invitations and letting people know about your party. Nowadays, it’s cool to send people invitations via e-mail or social media sites for informal events. If you’re planning a formal one, you may want to spring for proper paper invitations. If it’s a really casual one, just let people know with a quick message or call.

For your invitations,make sure to include the date, time and location. Also, let people know if you want them to bring anything, and if there’s a dress code, include it.

Plan out your menu of food and drinks. What are you going to be serving to your party guests? They’ll certainly at least want drinks and snacks.

#3 Getting closer: Make Sure You Don’t Forget Any of This

party plan

As the date nears, you’ll want to start shopping for the supplies you’ll need, including decorations, practical things like cutlery and napkins, and food and drinks. If you can buy stuff ahead of time, you’ll be relieved about it as the party date gets nearer and you get busier. Don’t forget to get supplies to clean up (extra trash bags, paper towels and sponges all come in handy).

  • Start cleaning up if you’re having the party at your house. Cleaning is boring, but if you have any major cleanup to do (like for your garden), it’s a good idea to get started with plenty of time to spare.
  • Choose your playlist. This one should be fun! If you don’t feel confident in your own playlist-making abilities, check out the ones that are publicly available on Spotify. You could also ask your guests to contribute their favourite songs to make a group playlist.
  • Double check that you’ve hired all the people you need to. You wouldn’t want to forget to hire a bartender if your plan is to have an open bar, for instance.

#4 A few days before

party checklist

  • Clean up and decorate your party location. Decorating is optional, cleaning really isn’t! You want things to look nice for your guests.
  • Do you have enough of everything – chairs, glasses, cutlery, food, etc.? Do a count of what you have on hand to make sure you won’t get caught short.
  • Consider letting your neighbours know you’re having a party. They might like to be prepared ahead of time. If you have especially nice neighbours, you might even consider inviting them!
  • Let your guests know how to get there and where they can park, if people will be driving. This is particularly important if the location is tricky to get to.
  • Designate an area your guests are going to leave their things like bags and coats. Chances are, people probably won’t want to hang onto them throughout the whole party.
  • Think about putting up signs to find the bathroom, and don’t forget to add fresh soap, towers, and extra toilet paper.
  • Start cooking anything you can prepare ahead of time. Chill things that need chilling, too (nobody likes warm white wine).

#5 The day of

planning a party

  • Do a last-minute tidy of the location. Get your trash cans ready to go, and make sure they’ll be easy for guests to find.
  • Set up the tables and chairs and add flower arrangements, if you need to.
  • Finish up any cooking if you still have things left to do. Get started on this early in the day just
  • Plate your food in the serving dishes and start setting out food and drink. Don’t forget plates, cutlery, glasses and napkins.

#6 The Last Stop

party planner

Relax and enjoy your party! The main point of a party is to have a good time, so don’t get too caught up in hoping everything will go perfectly. Even if things don’t go exactly to plan, your guests will probably have a great time anyway.

Got any more checklist items you think we should add to the list? Then please, let us know in the comments below or reach us via any of our social media platforms.

In the meantime, keep reading the Printsome Blog for more awesome content.

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Printsome is a t-shirt printing company offering from t-shirt printing from Bath to Stirling, and everywhere else in the UK. For a quick quote or simply some advice on how to organise great parties (and God knows we know), get in touch!


Jessica freelances Corporate Communications Writing for the Printsome Blog. She goes above and beyond to ensure that we are talking and engaging with customers in just the right way. She is also English Copywriter at eDreams ODIGEO.

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