The party planning checklist
Every party, from a kids' birthday to an office holiday party, follows the same countdown. Here it is, task by task, the way a professional planner schedules it backwards from party day.
The six-week countdown
6 weeks before
- Draft the guest list
- Book the venue, or confirm the space at home
4 weeks before
- Send invitations
- Choose the menu
- Pick a theme and décor
2 weeks before
- Chase RSVPs from anyone who hasn't replied
- Confirm vendors in writing
7 days before
- Lock the headcount
- Collect allergy and dietary notes
- Buy decorations and non-perishables
- Draft the party-day run of show
3 days before
- Confirm every vendor's arrival time
1 day before
- Send guests parking and arrival details
- Buy perishables and ice
Party day
- Set up décor and the space
2 days after
- Send thank-you notes
- Settle costs with co-hosts
- Share photos with guests
Put in your date and this list gets real due dates, with late tasks moved to today and nice-to-haves dropped if time is short.
Make my checklistPlanning guides by occasion
- Kids' birthdayHow to plan a kids' birthday party
- Milestone birthdayHow to plan a 30th, 40th or 50th birthday party
- Surprise partyHow to plan a surprise party
- Baby showerHow to plan a baby shower
- HousewarmingHow to plan a housewarming party
- EngagementHow to plan an engagement party
- GraduationHow to plan a graduation party
- Festival get-togetherHow to host a festival get-together
- Dinner partyHow to plan a dinner party
- Team partyHow to plan an office or team party
Party planning questions
How far in advance should you start planning a party?
Six weeks gives you time to book a venue and vendors, send invitations four weeks out and chase replies. A small dinner or potluck can come together in one to two weeks.
What are the steps to planning a party?
Set the date, budget and guest list; book the venue and any vendors; send invitations; plan the menu; chase RSVPs; lock the headcount and dietary needs a week out; shop; set up; and send thank-yous afterwards.
How do you split a party budget?
Food and drinks are usually the largest line, often 35–55% depending on the occasion. Venue, entertainment and decorations take most of the rest. Keep 5–10% as a buffer.
What if I have less than six weeks?
Do the must-do tasks you've missed today, and drop nice-to-haves like a theme. The planner does this for you when the date is close.