In Rembrandt Yard Art Gallery & Event Center

Smart Party Planning Checklist for Any Event

Planning an event can be an overwhelming task, but it doesn’t have to be. The trick? Smart planning. It comes down to knowing what to do and when to do it to enjoy the party when the day of the event comes.

Timelines will vary depending on the type and size of the event, so it’s hard to say precisely how much time you should kick things off in advance. This simple checklist is a great place to start.

Define the Budget

Before you start dreaming up décor ideas, define your budget. Having a clear account is critical for your event’s success.

Select a Theme

What will the theme for your event be? Whether it’s a seasonal event, a business, or a family event, choosing the music early on will make planning much more manageable.

Choose the Date and Time

Come up with a few different dates and time options for your event. This will give you some flexibility when choosing the final date.

Book the Venue

Once you have some data and time options, start looking for a venue. It’s essential that it has a convenient location, fits the theme, and adapts to the number of guests you plan to have. If you book your venue with plenty of time in advance, your chances of the perfect spot on the ideal date are much higher.

Table arrangements

Work on the Guest List

The number of guests you plan to invite should be factored into your budget, which will then serve as a guide to create your guest list. The list is a critical element to other parts of the event planning process, so it’s best to define it early.

Think of Entertainment Ideas

Entertainment is a must-have at any event. Start browsing for options early in the process so you can have enough time to evaluate and make the best decision for your event, your budget, and your guests. 😉

Send Invitations

Whether you choose to go paperless or use traditional paper invitations, about a month before your event is an excellent time to send the invitations, sending them too far in advance could cause your guests to forget about the event date or make other plans, and sending them too close to the date will minimize your chances of your potential guests being available.

Finalize the Décor

If you’ve been considering several décor ideas, you’ll want to finalize your decision about a month before the event. You’ll need that time to shop or find what you need to turn your vision into a reality.

Beautiful centerpieces

Order Food and Beverages

Getting your food and drink orders in with plenty of time will give you peace of mind.

Hire Staff or Enlist Helpers

For personal events, enlisting family to help with all the details is very common. Corporate events will require professional staff. In either case, you’ll need to prepare a team at least a month before your event so you can assign responsibilities and make the last prep steps run as smoothly as possible.