Party Planning 101

A Step by Step Guide from What The Shelly LLC

1) Define the basics (30–90+ days before)

• Purpose & vibe: birthday, housewarming, cocktail party, potluck, kid’s party, themed night? Pick a short descriptor: casual backyard BBQ / elegant dinner party / 90s dance night.

• Date & time: choose 2–3 backup dates if possible. Decide start and end time.

• Guest list size: estimate realistically (important for venue, food, budget).

• Budget: set a total and allocate to major categories (see template below).

2) Lock the essentials (6–8 weeks before for medium/large parties; 2–3 weeks OK for small)

• Venue: reserve or confirm (home, rented space, park permit, restaurant private room).

• Theme & color scheme (if any).

• Catering or DIY: decide whether you’ll cook, hire a caterer, or ask for potluck contributions.

• Entertainment: DJ, playlist, band, games, kids’ entertainer — book early for popular vendors. What The Shelly LLC offers group sessions lead by instructor for decoupage. This would make a great addition to a kids party or even a girls night gathering!

• Rentals: chairs, tables, lighting, sound gear, linens — reserve needed items.

3) Invitations & tracking (4–6 weeks before)

• Choose invitation method: e-invite (Evite/Google Forms), text, social event page, paper invites.

• Include: date, time, location, RSVP deadline, dress code, parking info, dietary notes, plus contact.

• Set RSVP deadline: 7–10 days before the event (earlier for caterer headcount).

• Create a simple RSVP tracker (spreadsheet): name, RSVP yes/no, guests, dietary restrictions, contact.

4) Finalize menu, supplies & schedule (2–3 weeks before)

• Menu: finalize dishes, quantities, drink list (alcohol + non-alcoholic). Think about portions:

  
  

  • Appetizers: plan 4–6 pieces per person for 1–2 hour pre-dinner.

  • Main: 6–8 oz protein/person or one main + sides for buffet.

  • Dessert: 1–1.5 servings/person.

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• Drinks: estimate 1–2 drinks/person/hour (mixed crowd). Stock ice.

• Supplies: plates, napkins, utensils, cups (confirm compostable/recyclable if you prefer).

• Decorations: order/DIY items (balloons, centerpieces, signage).

• Lighting & music: set mood with layered lighting (fairy/strings, candles, lamps) and a playlist ready.

5) Confirm & finalize (1 week before)

• Confirm vendor times, deliveries, rentals, and contact info.

• Final headcount: chase RSVPs, update caterer or plan food quantities.

• Print or prepare: name tags, place cards, games, signage.

• Make a shopping list for perishables to buy 1–2 days before.

• Prepare a day-of timeline (see sample below).

6) Prep & setup (1–2 days before + day of)

• 2 days before: buy non-perishables and most alcohol; clean high-traffic spaces; prep long-lasting food items.

• 1 day before: buy perishables, finish cooking what can refrigerate, set tables, make playlists, arrange decorations.

• Morning of: ice, final food prep, set out serving ware, put out trash/recycling bins, set up coat space.

• 1 hour before: light candles, start music, final touchups, greet early vendors.

7) Day-of execution & host responsibilities

• Be present and greet guests; introduce people who don’t know each other. If it’s a kids party be sure to be available during activities to supervise and keep the flow going smooth.

• Keep the flow: first 30–45 min — welcome drinks + mingling; then food service / activities per your timeline.

• Troubleshoot quietly: keep a phone list of vendors and an emergency kit (below).

• Enjoy — you set the tone; guests follow your energy.

8) Cleanup & follow-up (same night / next day)

• Quick tidy during the party: clear bins, stack dishes in one spot, swap full trash bags.

• After party: soak reusable dishes if needed, return rentals promptly, send thank-you messages (text, DM, or card).

Sample timelines (choose based on guest count)

Small (10–20 people)

• 3 weeks prior: confirm food, send invites

• 3 days prior: shop, prep

• Day of: set up 2–3 hours before, cook/finish 1–2 hours before

Medium (25–60 people)

• 6–8 weeks prior: reserve rentals/caterer

• 4 weeks prior: send invites

• 1 week prior: confirm headcount

• Day of: set up 4–6 hours before, vendors arrive earlier

Large (100+ people)

• 2–3 months prior: book venue, entertainment

• 6–8 weeks prior: confirm vendors, apply permits

• 3–4 weeks prior: finalize menu & timeline

• Day of: setup all morning/early afternoon; staff or volunteers to manage stations

Food & drink practical tips

• Label dishes for allergens (GF, V, contains nuts). Particularly important when having a kids party to avoid catastrophes!

• Have at least one vegetarian/main vegan option.

• Ice rule: 1–2 lb ice per person for drinks + more for coolers.

• Non-alcoholic options: water dispensers, mocktails, soda — keep visible.

• Bar plan: signature drink + wine/beer + one cocktail option simplifies shopping. Be sure to separate this area clearly from non alcoholic serving areas.

Music & atmosphere

• Build 2–3 playlists: arrival/mingling, dinner, dance/party. Use crossfades and test volume.

• If outdoors, check noise rules and lighting. Have citronella candles for bugs.

• Lighting layers: ambient (strings), task (kitchen), accent (candles).

Emergency kit / party survival pack

• First aid basics (band-aids, pain reliever), phone chargers/powerbank, trash bags, duct tape, lighter/matches, scissors, stain remover, extra toilet paper, plunger, flashlight.

• Vendor & guest emergency contacts on one sheet.

Cleanup plan & rental returns

• Assign tasks or hire cleanup help for big events.

• Have labeled bins for recycling, compost, landfill.

• Schedule pickup/returns for rental equipment for the day after (or same day if required).

Quick checklists (printable)

Pre-party checklist

• Venue confirmed

• Invitations sent

• Menu finalized

• Rentals ordered/Entertainment Set and Scheduled

• Playlist ready

• Emergency kit packed

Day-of checklist

• Food & drinks staged

• Ice available

• Trash/recycling set out

• Lighting/test sound

• Welcome area clear + sign

Post-party checklist

• Rentals bundled for return

• Clean major areas

• Thank-you messages sent

REMEMBER TO HAVE FUN! I know party planning can be stressful. Following a clear plan and keeping checklists like those mentioned above truly takes the stress out of planning. Happy Partying!! 🎨🥳🎉

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