STANDARD PARTY PLANNING TIMELINE!

I wanted to share with you the most important part of planning your special events and that is your TIMELINE! This is a detailed list you should create to remind you of what tasks you need to get done prior to the date of your event. Keep in mind not every party will involve everything listed and/ or may require more items. Also depending on your date, the timeline will change as your timeline is based backwards. That's right I said backwards! For example if your party date is August 1, written invitations need to go out a minimum of two or three weeks before that, to give people enough time to plan accordingly and RSVP.

5 TO 8 WEEKS IN ADVANCE

• Establish date and time
• Establish general guest profile, number of guests
• Reserve group discounts for travel, lodging
• Establish party structure/ type and theme
• Discuss possible venues and place reservations
• Establish budget
• Get invitation list contact information

4 TO 6 WEEKS IN ADVANCE

• Reserve caterer
• Menu approval
• Decoration/ design approval
• Table decor
• Invitation or program design approved
• Begin draft of party agenda

3 TO 4 WEEKS IN ADVANCE

• Food and drink menu finalized
• Invitations printed and mailed
• Finalize decor and seating arrangements
• Identify security requirements, contract with venue, third-party security services
• Schedule wait/service staff
• Schedule/ contract videographers, photographers, related event services
• Contract for floral designs; schedule floral installations
• Printing of menus, cards, labels, etc
• Structure guest support services as needed (childcare, cloakroom)
• Schedule installation of decor, sound and staging
• Arrange for clean-up if needed
• Schedule entertainment (DJ,emcee, other performers)

1 TO 2 WEEKS BEFORE THE PARTY

• Create name tags and place cards
• Seating arrangements
• Order cake if needed
• Arrange to rent any necessary items

2 DAYS BEFORE THE PARTY/DAY OF THE PARTY

• Decor installations
• Rehearsal if necessary
• Food and beverage prep, delivery, service setup
• Meet and discuss event with staff
• Call host to ensure all is well

Lists are useful to remind us what needs to be done when and also what supplies you need to buy and research, people you need to contact and so on!

Hopefully this information is useful. Please check out our recommendation page on our website as you will notice alot of items are covered for you.

Happy Planning!

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