Fill out an “Event-Planning Worksheet” for your event idea and people you’d like to have attend.Check off the items below as you do them. Fill in your calendar. Assign the tasks to specific dates. More explanation for each task is found in the related section.
To Begin
Fill out an “Event-Planning Worksheet” for your event idea and people you’d like to have attend.
Decide how many parties or family functions you would like to host.
Schedule a date for your event after reviewing already scheduled school, community, and church events. This will become easier as you keep your holiday calendars year after year and note the traditional times for recurring events.
(If you’re planning more than one event, consider having them on back-to-back dates, such as a Saturday and Sunday. Since your house will already be clean and ready, you can consolidate time and effort.)
7–8 Weeks Before
It’s best to begin planning seven to eight weeks ahead of your event, if possible. This takes the stress out of last-minute preparations.
Make your list of names and addresses and get your invitations filled out.
Look for trends in holidays decorations, such as current colors in magazines or online.
Send out a “Save the Date” e-mail or postcard to attendees. (Consider something like www.evite.com to include map directions and track RSVPs.)
Other __________________________________________
4-6 Weeks Before
Send out the invitations.
Finalize menu plans. Order bakery, store, or restaurant foods you will include.
Gather nonperishable items, such as plates, napkins, decorations, party favors.
Other __________________________________________
2-4 Weeks Before
Plan party layout: agenda, table décor, games, food-serving stations.
Borrow or rent food service items: tables and chairs, linens, serving pieces.
Create setup and time agenda on paper.
Other __________________________________________
1 Week Before
Print menu and food preparation plan: when to pick up foods from restaurants or stores, when to make food items at home, and the like.
Confirm attendee count and e-mail a reminder with directions to the event location.
Call your team of helpers to confirm their participation and let them know what time they should arrive.
Other __________________________________________