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Article: Easy Party Planning Tips
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Easy Party Planning Tips
Planning a party can be easy!
Even complicated theme parties or surprise parties can be very
manageable as long as you create a Party Plan List that has a pre-party
time line of things to be done, things to buy, things to rent or borrow,
people to contact, grocery shopping, and food that’s to be prepared,
catered, or brought in by party guests.
Start Your Party Plan List
Early!
No matter what type of party
you are planning, from the simplest Saturday night get-together, to an
all-day or all-night theme party, you are going to need a basic list of
things that will need to be done prior to the day of the party---and
right up until just minutes before the party!
As soon as you’ve set the
date for your party, start making your list. It can be a real piece of
paper that you write on, or it can be a computer Word document with a
checklist that you can update as you go along. You can use the free
printable Party Plan List that accompanies this article (change the
column headings to suit your party needs), or you can make one of your
own. (See below for the list of free printables that accompany this
article.)
Jot down the first few things
that come to mind as they apply to your party:
-
invite guests
-
plan the menu
-
decide on party games
-
make a shopping list
If your party is going to be
more involved, like a theme party or a surprise party, then your initial
Party Plan List might include a few more things like:
-
decorations to buy or make
-
music
-
outdoor seating or lighting
-
invitations that need to be emailed,
snail-mailed, or hand-delivered
Your Party Plan List can be
as short or as long as it needs to be, and can include lots of details
or just cover the basics. The whole idea is to have one central place
where you can make notes for yourself and create reminders about what
things will need to be done and when you need to do them. For very
detailed parties or elaborate celebrations, you might want to seriously
consider buying a small notepad that you can keep with you wherever you
are so that you can make notes for yourself as soon as you think of
them.
Arrange for a Party
Helper!
If your party is going to be
a little more involved than just having a few friends over for drinks
and conversation or a simple family-only birthday party, you should
consider asking a close friend or relative to be your Party Helper. No
matter how prepared you think you are going to be, as the party day gets
closer, you are likely to feel as though that things are “out of
control” and that you’re running around in circles and not accomplishing
anything. A Party Helper can keep you “sane” during those last few wild
days before the party, even if only to remind you that everything really
is going according to plan!
Ask your Party Helper to be
available the day before the party or the day of the party to help you
with all the last minute things that are going to come up. Don’t be
bashful about asking for help---but do remember that you might be asked
to repay the favor someday!
Share the Party Plan List
with your Party Helper, and make a special point to go over everything
with him or her.
Work the List!
Now that you have a Party
Plan List, you might want to review it on a regular basis. As things
begin to get done, check off things that no longer need your attention,
or mark done what you’ve done so far for any one thing on the list---and
then forget about it! If you "hid" something that is going to be a
surprise, then make a note of where you hid it so that you don't spend a
wild'n'wooly hour on party day trying to find it!
Once you have the basic list
done, review each item on the list. Make your time line of what things
need to be done and when. You can either color-code things (that is,
everything that needs to be done on Monday before the party you can mark
in blue, Tuesday mark in yellow, etc.), or you can number the list (that
is, the thing that can be done now gets marked 1 and the thing that can
only be done right before the party gets marked 999, or whatever
numbering sequence you want to use). No matter what scheme you use, make
sure that your list will make sense to you, help you do what can be done
sooner, and remind you of what will need to be done
later.
Coordinate With Your Party
Helper!
As the party day gets closer,
stay in touch with your Party Helper and other friends and family who
have offered to help with the party (by providing party items or taking
care of errands) to make sure that everything is on track. Review your
Party Plan List one last time with your Party Helper and discuss any
final arrangements that need to be made. By this time both you and your
Party Helper need to have a very clear idea of who is taking care of
what.
Help Yourself To Be
Prepared!
Remember the Golden Rule
about parties: Everything you need to do will take longer than you
think!
So, using your Party Plan
List, do everything you possibly can ahead of time:
Any food item that can be
prepared and stored or frozen can be made prior to the party. If you’ve
frozen an item, note on your Party Plan List what time it needs to be
taken out of the freezer.
For any food item that needs
to be made the day of the party, think ahead. Can you pre-measure the
ingredients and store in containers in the ‘frig or seal in resealable
plastic bags? This will save you plenty of time on Party Day! Can you
arrange for an army of Kitchen Helpers to come early and help you
prepare the dishes (or just stand at the sink and wash dishes!).
Remember: parties create
TRASH and GARBAGE. Most people don’t plan ahead for this. Using the free
printable signs that are available with this article, plan for trash,
garbage, and recyclables (if that applies). If you don’t have regular
large trashcans (or garbage cans that you can hose out and have clean
for the party), then big cardboard boxes will do. Buy large, heavy mil
trash bags. Put several in the bottom of the trashcan or trash box
before you put in the trash bag that will be open. This way, as the
trash bag fills up, you can tie up the bag, remove it, and there will be
another trash bag ready to go! (Ask your Party Planner to attend to this
during the party, or appoint a Kitchen Helper to do this so that you
don't have to think about it during the crunch of the party.)
Accept the fact that it is
likely that drinks are going to be spilled. Depending on what your
arrangement is for drinks---cans of soda, bottles of various sport
drinks, juices, and water, cans and bottles of alcoholic beverages, or
party punchbowls---please think ahead about spillage and melting ice.
Borrow plenty of coolers from friends and have certain types of
beverages in their own coolers (all the soda in one cooler, all the
bottled drinks in one, beer in another, etc.). Be sure that one cooler
is kept for “clean ice” that people can use for drinks that are poured
into cups. If the coolers are going to be inside on the floor, spread
out beach towels underneath them to absorb the ice melt. Buy several
rolls of paper towels, and have them handy to dry hands and mop up
spills. Don't use Gran'mama's antique lace tablecloth under the Cherry
Kool-Aid punchbowl (or if you must, then be sure to put the punchbowl on
an attractive, this-can-get-stained-and-I-don't-care placemat that is
big enough to catch likely spills and drips).
Don’t Panic on Party Day!
You’ve been using your Party
Plan List and you’ve been coordinating with your Party Helper. On Party
Day, all you need to do now is go by the list, and work at getting
things done in the order that they need to be finished.
Hopefully your Party Helper
will be available to assist you during the day. It might also be helpful
to appoint other Kitchen Helpers to help during the party to: replenish
food trays, put uneaten food away before it spoils, take care of trash,
help set up party games, and restart the music if you are playing CDs on
the stereo.
Don’t be afraid to ask
several people to each do one small task during the party. They won’t
mind, and you won’t have to spend all your time hurrying around, trying
to do everything! (Think about having a small gift for each of your
helpers. For ideas, go to "Easy and Inexpensive Hostess Gifts" at
http://articles.janktheproofer.com/EasyHostessGifts.htm.)
Enjoy the Party!
Now that you’ve done all the
planning, finished the shopping, prepared all the food, and greeted your
guests as they arrive, you can relax and enjoy the party!
Post-Party Reminders
After the mess is gone and
the place is back to normal, please do remember to personally thank your
Party Helper, Kitchen Helpers, and all those who lent a hand in making
it a successful event! And then offer your services as Party Helper for
their next party…
Free Printables Available
-
Party Plan List
-
Party Shopping List
-
TRASH ONLY
-
CANS ONLY
-
BOTTLES ONLY
Go to Party Free Printables (http://freecontent.janktheproofer.com/PartyLists.htm).
This page opens in a new window and contains the links to each free
printable. Download and save, or simply print each one.
Be sure to visit Jan's Free Content (http://freecontent.janktheproofer.com)
for more free articles for planning your party and having fun with
family and friends!
Jan K., The
Proofer is freelance proofreader and copyeditor. Visit
http://www.jansportal for more information about Jan’s proofreading
and copyediting services and Jan's other free resources. Please visit
Mom's Break
(http://www.momsbreak.com/)
for free printable crafts and projects.
© Copyright
2005. All rights reserved
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