From picking the perfect location to sorting party catering, music, and guest lists, there’s a lot to think about. This checklist will help you stay organised and stress-free. These 12 essentials form the foundation of a well-planned event.
You can build on them later with contingency plans and extra touches—but get these right first, and you’re well on your way to throwing a party to remember.
Your Checklist For Planning a Party
1. Set the Date
Choose a date that works for you and your VIP guests. Consider public holidays, school breaks, and other major events that might compete with your party. Give yourself enough lead time to plan—4 to 6 weeks in advance is a good start. If you're booking a venue or caterer, even earlier is better. Once your date is locked in, everything else can start to fall into place. Don’t forget to check in with any key friends or family to ensure they’re available.
2. Decide on a Budget
Every party has a price tag, and knowing yours early makes planning easier. Work out what you’re willing to spend overall, then break it down into key categories: venue, food and drink, entertainment, décor, and extras. A clear budget helps you stay on track and avoid nasty surprises. Don’t forget hidden costs like delivery fees or equipment hire. Having a little wiggle room for unexpected expenses is also a smart move.
3. Pick a Theme or Style
Not all parties need a theme, but having a consistent style makes it easier to plan. Whether it's a breakfast, lunch or dinner event or it's a backyard BBQ, a black-tie dinner, or an 80s costume party, your theme will guide your invites, décor, dress code, and even menu. Keep your guests in mind—make it fun and easy to get involved. A simple colour scheme or vibe (like boho, elegant, or beachy) also counts as a theme and can add cohesion without going over the top.
4. Choose a Venue
The right venue sets the tone. Decide if you’re hosting at home, hiring a hall, booking a restaurant, or heading outdoors. Consider location, accessibility, parking, and whether it suits your guest count and vibe. For larger events, check what’s included (tables, chairs, AV) and if you need permits or insurance. Lock in your space early, especially during peak party seasons like summer and the holidays.
5. Make a Guest List
Decide who you want to invite—and how many you can reasonably host. Your guest list affects everything from your budget to your catering and seating. Make a list of must-haves and maybes, then whittle it down if needed. Think about the mix of people: families, friends, co-workers. Will they gel well together? Once your list is solid, you can move on to invitations.
6. Send Invitations
Whether you're sending digital invites, printed cards, or a simple group text, make sure your guests get plenty of notice. Include all key info: date, time, location, dress code, RSVP deadline, and any other special instructions. Use tools like Eventbrite, Paperless Post, or a Facebook event for easy tracking. Sending them 3–4 weeks in advance is ideal—sooner for larger or more formal events.
7. Organise Food and Drinks
No party is complete without great food and drinks. Decide if you’ll DIY, order party catering, or book a food truck. Make sure to cater for dietary needs and offer a mix of light snacks, mains, and sweet treats. For drinks, choose between BYO, an open bar, or pre-mixed options. Provide non-alcoholic choices too. Keep serving times in mind—hungry guests are unhappy guests!
8. Plan the Entertainment
Music sets the mood. Whether it’s a curated playlist, live band, or DJ, make sure the volume suits the space and vibe. For kids' parties, you might want games, face painters or a jumping castle. For adults, consider photo booths, karaoke, or even trivia. Keep it fun, inclusive, and paced so people don’t get bored—or overwhelmed. Entertainment doesn’t have to be fancy to be effective.
9. Decorate the Space
Your décor brings your theme or style to life. Balloons, lights, centrepieces, and signage all add personality. Decide early on your colour palette or motif so you can shop smart. DIY decorations can save money and add charm, but give yourself time to pull them together. Make sure your setup works with the venue—avoid open flames indoors and secure any outdoor items against wind.
10. Prepare a Run Sheet
A simple timeline helps the day run smoothly. Include when you’ll set up, when guests arrive, when food is served, speeches made, games played, and the cake is cut. Share it with helpers, vendors, or venue staff. Even if things change slightly on the day, having a plan makes you feel more in control. Don’t forget to factor in time for cleanup!
11. Assign Helpers
You can’t do everything yourself. Ask a few trusted friends or hire staff to help with setting up, greeting guests, topping up drinks, or managing music. Having support ensures you can enjoy your own party. If you’re using professionals like caterers, make sure they’re fully briefed. Delegating roles also makes guests feel included—and keeps everything running smoothly.
12. Confirm and Double-Check Everything
A few days before the party, confirm all bookings, deliveries, and RSVPs. Re-check your supplies (cups, plates, batteries, etc.) and make a quick shopping list for anything missing. Touch base with your helpers. If the weather might affect your event, have a backup plan ready. This last round of checks helps avoid stress on the big day and ensures everything is ready to go.
7 Pro Tips for Smoother Party Planning
- Always Have a Plan B
Weather, vendor cancellations, or tech hiccups — unexpected things happen. Always have a backup plan, especially for outdoor events or anything relying on tech or catering. A solid Plan B ensures your party stays on track no matter what. - Stick to Your Budget with Buffers
Create a detailed budget with a 10–15% buffer for surprises. Last-minute guest additions, extra drinks, or decoration upgrades can add up quickly. Having that extra cushion keeps you stress-free when something pops up. - Confirm Everything in Writing
Verbal agreements can be forgotten. Always confirm venue bookings, entertainment, and catering services in writing. This avoids confusion and ensures everyone's on the same page. - Create a Realistic Timeline
Start planning 4–6 weeks in advance. Give deadlines for things like RSVPs, menu selection, and setup. A clear timeline helps prevent last-minute rushes and vendor issues. - Delegate and Don't Micro-Manage
Enlist help — whether it’s friends, family, or a planner. You don’t have to do everything yourself. Assign tasks and trust your team so you can enjoy the party too. - Consider the Flow of the Event
From welcome drinks to the last song, think about how guests will move through the space and when key moments will happen. A well-paced party feels effortless and fun. - Gather Feedback Post-Event
After the party, ask guests what they liked or would improve. It’s helpful for future planning — especially if you host often. Plus, it shows you care about the guest experience.