TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

www.tips-to-organize-life.com

INTRODUCTION

Welcome to Tips to Organize Events! This planner will help remove the stress

and add organization to the planning of all of your events. Whether it is a childís birthday

party, a small gathering of friends or a large formal affair, all of your entertaining will be

easier with Tips to Organize Events in hand.

First things first. Now that you have purchased Tips to Organize Events, you

want to make sure that you make it easily accessible for yourself. The beauty of Tips to

Organize Events is that you never have to purchase refill pages like you do with most

other planners. Once you have the file downloaded, simply save it to your desktop and

reprint new pages whenever you have a new event to plan.

Now letís talk about the best setup for your planner. You will get the most benefit

from this planner if you print the pages, three hole punch them along the left side margin

and place them in a three ring binder. A two inch binder will work best.

Purchase a binder that is covered in clear plastic, allowing you to slip a title page

into the front cover as well as the side binding. On the following pages you will find a

cover page and a binding page for you to use. You will need to cut the binding page to

fit. You will be able to store your binder on a bookshelf when it is not in use and easily

identify it when you need it.

You should also purchase two, three hole punched pocket sheets. You will need

to place one in the binder immediately following the Budget Worksheet and the sec

TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

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one immediately following the Menu Planner. These pockets will be used to keep your

receipts and recipes organized.

Finally, purchase some tab sheets which allow you to add your own titles to the

tabs. You will want to create a tab for each section of the planner, including:

< Event Blueprint

< Budget Worksheet

< Vendor Contact Information

< Party Calendar

< Guest List

< Menu Planner

< Activity Planner

< Party Supplies

You will also want to create a tab for each type of event that you plan regularly.

Some examples would be:

< Child Birthday Parties

< Adult Birthday Parties

< Dinner Parties

< Cocktail Parties

< Bridal Showers

< Holidays

Put these tabs in the back of the binder. Each time you have successfully planned an

event, remove the planner pages and place them behind the appropriate tab. The next

time you plan this same type of event, you will be able to refer back to what you did

previously and make your planning that much easier.

party planning will be a thing of the

past!

USING YOUR PLANNER

Tips to Organize Events is quite simple to use. Here is a guideline for each

section:

Event Blueprint:

This is where you will record general information about your event for an at-aglance

overview.

Budget Worksheet:

In this section you are provided with a worksheet to break down the total budget

for your event. By planning ahead and thinking about how much money you would like

to spend on each area of your event and then recording your actual costs, you are much

TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

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more likely to avoid overspending. It is also a good idea to save the receipts for all of

your purchases in the pocket folder behind this section. That way, if you need one, you

know exactly where it is.

Vendor Contact Information:

This section allows you to keep the names, phone numbers and notes regarding

any vendors or service providers you may be using for your event. For example, if you

have ordered a cake, record the name and phone number of the bakery as well as any

special instructions such as flavor, size and colors.

Event Calendar:

Use as many or as few pages of the Event Calendar as you need, depending on

how far in advance you begin planning your event. Fill in the month at the top and the

dates appropriate for that month in each calendar square and you are ready to begin

recording key dates in the planning of your event. At the end of this section you will find

Date of Event Calendar which is one day, broken down into half hour increments. Use

the Date of Event Calendar to create a step-by-step time line to walk you through the

preparations on the day of your event.

Guest List:

This is where you will record the names and phone numbers of the guests you will

be inviting. You will also use the Guest List to keep track of RSVP responses and record

your final head count, including a breakdown between children and adults.

TIPS TO ORGANIZE EVENTS

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Menu Planner:

In this section you will plan your menu, organize the recipes you will need, make

decisions about serving the food you prepare and create your grocery shopping list. The

tips at the beginning of the Menu Planner section will walk you through the process.

Activity Planner:

If you will be hosting any games or activities during your event, this is where you

will plan them. Write down the name of each activity and make notes about what

supplies you will need to play them and the rules of the game.

Party Supplies:

This is where you will decide upon any non-grocery items you need for your

event. Items such as new serving dishes, paper products, centerpieces and decorations

will be planned in the Party Supplies section. Once you have decided what you need,

make yourself a shopping list on the page provided.

Action Steps:

At the end of most sections of the planner you will find a list of Action Steps.

These steps will tell you exactly what needs to be added to your Event Calendar so you

never miss a date or the opportunity to prepare ahead in the planning of your event.

The next two pages are the cover page and side binding page which will allow you

to transform an ordinary binder into your Tips to Organize Events planner.

can seem very stressful, but it

doesnít have to be that way.

If entertaining makes you nervous, here are some tips to help you along. To be

sure you are showing your guests the best time possible, keep this acronym in mind.

P lan Ahead

A

R

ttend your own party

oll with the punches

T ogether you can achieve more

Y ou set the example

Plan Ahead:

The first step to any successful event is proper planning. You need to think about:

< The type of event you are planning

< The type of food you will be serving

< The people you want to invite

< The party supplies or decorations you will need

< The dates you need to accomplish certain tasks

TIPS TO ORGANIZE EVENTS

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Writing down the answers to these types of questions and creating lists to keep

you organized is exactly what Tips to Organize Events is for.

Attend Your Own Party:

Planning ahead will also give you the opportunity to attend your own party. Think

about the last party you had. Were you slaving away in the kitchen preparing food while

your guests were in another room enjoying each otherís company? This scenario does not

make the party enjoyable for you, the host. Attend your own party. Prepare as much as

possible ahead of time. Plan meals that can be made ahead of time with very little effort

during the event. You can be the host and still enjoy the party and the company of your

guests.

Roll With the Punches:

Things happen. Meals get burned. Guests do not show up or they show up with

uninvited friends. There is a solution to any problem and there is no problem that you

should allow to ruin your party. If the meal gets burned laugh it off and order a pizza. If

you wind up with extra guests, serve smaller portions. Roll with the punches and be

determined to host a successful event no matter what obstacles you may face.

Together You Can Achieve More:

Do not try to be Super-Host. More often than not, when a guest is invited to an

event they will ask if they can bring something. Let them. You will be helping yourself

as well as your guest. You will not be burdened with the preparation of the entire buffet

and your guest will feel as though they have contributed their fair share.

TIPS TO ORGANIZE EVENTS

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Even if nobody offers, there is no harm in asking. Give Aunt Sue a call and tell

her how much everybody loves her peach cobbler. Ask her if she would mind making

one for the party. After receiving such a wonderful compliment, how could she say no?

Donít wind up resenting all of your guests because you are bearing the brunt of

the burden to entertain them. Get them involved and everybody wins.

You Set The Example:

When you are hosting an event remember that guests take their cues from you. If

you are frantic your guests will be frantic. Donít let that happen. Planning ahead will

help you set a calm and relaxing tone for your party. Using Tips to Organize Events will

ensure that your guests will have a great time, every time!

first step toward organized entertaining.

Event:_________________________________ Date:_________________________

Location:_______________________________ Time:________________________

Theme:_________________________________________________________________

Date to Mail Invitations:__________________ RSVP Deadline:_______________

Estimated

Date to Make Follow-up Calls:_____________ Budget:______________________

COMPLETE THIS SECTION AFTER RECEIVING RSVP RESPONSES

Total Adults:__________ Total Children:_________ Total Guests:_____________

ACTION STEPS

< Add your event date to your Party Calendar

< Add your invitation mailing date to your Party Calendar

< Add your RSVP deadline to your Party Calendar

< Add your follow-up call date to your Party Calendar

TIPS TO ORGANIZE EVENTS

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BUDGET WORKSHEET

Use this worksheet to help keep your budget on track. Fill in the estimated costs

before you start planning your event. Fill in the actual costs as they occur. If you find

that you have overspent in one area you can try to cut back in another area to keep your

overall budget where you want it to be.

Use the extra lines provided to record your budget for items that are unique to the

event you are planning.

ITEM ESTIMATED COST ACTUAL COST

Location

Invitations

Food

Beverages

Party Supplies

TIPS TO ORGANIZE EVENTS

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VENDOR CONTACT INFORMATION

Name:________________________ Phone No.:__________________________

Notes:__________________________________________________________________

_______________________________________________________________________

Name:________________________ Phone No.:__________________________

Notes:__________________________________________________________________

_______________________________________________________________________

Name:________________________ Phone No.:__________________________

Notes:__________________________________________________________________

_______________________________________________________________________

Name:________________________ Phone No.:__________________________

Notes:__________________________________________________________________

_______________________________________________________________________

ACTION STEPS

< Add any vendor pick-up or delivery dates to your Party Calendar

FRI SAT

TIPS TO ORGANIZE EVENTS

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PARTY CALENDAR

Month:___________________

SUN MON TUE WED THURS FRI SAT

TIPS TO ORGANIZE EVENTS

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PARTY CALENDAR

Month:___________________

SUN MON TUE WED THURS FRI SAT

TIPS TO ORGANIZE EVENTS

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DATE OF EVENT CALENDAR

9:00 a.m________________________________________________________________

9:30 a.m.________________________________________________________________

10:00 a.m._______________________________________________________________

10:30 a.m._______________________________________________________________

11:00 a.m._______________________________________________________________

11:30 a.m._______________________________________________________________

12:00 p.m._______________________________________________________________

12:30 p.m._______________________________________________________________

1:00 p.m.________________________________________________________________

1:30 p.m.________________________________________________________________

2:00 p.m.________________________________________________________________

2:30 p.m.________________________________________________________________

3:00 p.m.________________________________________________________________

3:30 p.m.________________________________________________________________

4:00 p.m.________________________________________________________________

4:30 p.m.________________________________________________________________

5:00 p.m.________________________________________________________________

5:30 p.m.________________________________________________________________

6:00 p.m.________________________________________________________________

6:30 p.m.________________________________________________________________

7:00 p.m.________________________________________________________________

7:30 p.m.________________________________________________________________

8:00 p.m.________________________________________________________________

THE GUEST LIST

General Tips:

Following are several pages for you to use as your guest list. Use as many or as

few pages as you need, depending upon the number of guests you will be inviting.

There is a space for each guestís name and telephone number, whether the guest is

an adult or child and a space to keep track of RSVP responses. At the bottom of each

page are spaces for you to fill in the total number of adult guests, the total number of

child guests and the total number of guests. Writing this information down after you

have received all of your RSVP responses will give you an at-a-glance head count.

The space for the telephone number is included in case you need to make followup

phone calls to determine whether or not a guest will be attending. It is easier to record

this information as you compile your guest list than to have to search for it later, when

you are knee-deep in party planning.

Invitation Tips:

For more formal affairs, invitations should be mailed six weeks in advance,

however, for most occasions, three weeks is sufficient. If you havenít already done so,

take some time now to determine the date your invitations should be mailed.

TIPS TO ORGANIZE EVENTS

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RSVP Tips:

Choose your RSVP deadline carefully. Decisions such as your menu may depend

upon the number of people who agree to come, so make sure to allow enough time

between your RSVP deadline and your event to make these decisions.

Keep in mind that many people overlook RSVP deadlines. If your deadline passes

and there are people you have not heard from, consider your situation in deciding what to

do. If your party is a more casual open-house type event, simply plan for all invited

guests to attend. This will ensure you have enough for everyone. However, if your party

is a more formal affair and you need to know how many places to set at the table, you

may want to consider following up with a telephone call.

Follow-Up Tips:

If you choose to make follow-up calls, keep the conversation casual and upbeat.

Do not offend your guests by pointing out that they missed the deadline to respond. Ask

politely and casually if they are planning to come.

ACTION STEPS

< Be sure the date to mail invitations is on your Party Calendar

< Be sure your RSVP deadline is on your Party Calendar

< Be sure the date to make follow-up calls is on your Party Calendar

< Add your total head count to your Event Blueprint

TIPS TO ORGANIZE EVENTS

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NAME PHONE NO. AGE RSVP

A C Y N

1. _________________________ __________________ 9 9 9 9

2 _________________________ __________________ 9 9 9 9

3. _________________________ __________________ 9 9 9 9

4. _________________________ __________________ 9 9 9 9

5. _________________________ __________________ 9 9 9 9

6. _________________________ __________________ 9 9 9 9

7. _________________________ __________________ 9 9 9 9

8. _________________________ __________________ 9 9 9 9

9. _________________________ __________________ 9 9 9 9

10. _________________________ __________________ 9 9 9 9

11. _________________________ __________________ 9 9 9 9

12. _________________________ __________________ 9 9 9 9

13. _________________________ __________________ 9 9 9 9

14. _________________________ __________________ 9 9 9 9

15. _________________________ __________________ 9 9 9 9

Total Adults: _____

Total Children: _____

Total Guests: _____

TIPS TO ORGANIZE EVENTS

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NAME PHONE NO. AGE RSVP

A C Y N

16. _________________________ __________________ 9 9 9 9

17. _________________________ __________________ 9 9 9 9

18. _________________________ __________________ 9 9 9 9

19. _________________________ __________________ 9 9 9 9

20. _________________________ __________________ 9 9 9 9

21. _________________________ __________________ 9 9 9 9

22. _________________________ __________________ 9 9 9 9

23. _________________________ __________________ 9 9 9 9

24. _________________________ __________________ 9 9 9 9

25. _________________________ __________________ 9 9 9 9

26. _________________________ __________________ 9 9 9 9

27. _________________________ __________________ 9 9 9 9

28. _________________________ __________________ 9 9 9 9

29. _________________________ __________________ 9 9 9 9

30. _________________________ __________________ 9 9 9 9

Total Adults: _____

Total Children: _____

Total Guests: _____

NAME PHONE NO. AGE RSVP

A C Y N

31. _________________________ __________________ 9 9 9 9

32. _________________________ __________________ 9 9 9 9

33. _________________________ __________________ 9 9 9 9

34. _________________________ __________________ 9 9 9 9

35. _________________________ __________________ 9 9 9 9

36. _________________________ __________________ 9 9 9 9

37. _________________________ __________________ 9 9 9 9

38. _________________________ __________________ 9 9 9 9

39. _________________________ __________________ 9 9 9 9

40. _________________________ __________________ 9 9 9 9

41. _________________________ __________________ 9 9 9 9

42. _________________________ __________________ 9 9 9 9

43. _________________________ __________________ 9 9 9 9

44. _________________________ __________________ 9 9 9 9

45. _________________________ __________________ 9 9 9 9

Total Adults: _____

Total Children: _____

Total Guests: _____

TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

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NAME PHONE NO. AGE RSVP

A C Y N

46. _________________________ __________________ 9 9 9 9

47. _________________________ __________________ 9 9 9 9

48. _________________________ __________________ 9 9 9 9

49. _________________________ __________________ 9 9 9 9

50. _________________________ __________________ 9 9 9 9

51. _________________________ __________________ 9 9 9 9

52. _________________________ __________________ 9 9 9 9

53. _________________________ __________________ 9 9 9 9

54. _________________________ __________________ 9 9 9 9

55. _________________________ __________________ 9 9 9 9

56. _________________________ __________________ 9 9 9 9

57. _________________________ __________________ 9 9 9 9

58. _________________________ __________________ 9 9 9 9

59. _________________________ __________________ 9 9 9 9

60. _________________________ __________________ 9 9 9 9

Total Adults: _____

Total Children: _____

Total Guests: _____

TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

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THE MENU

General Tips:

When planning the menu, try to choose as many dishes that can be prepared ahead

of time as possible. Choose dishes that fit well with the theme of your party.

If you are having a cocktail party you will only need hors díoeuvres and you will

want to keep your selections to those that can be eaten in one or two bites. This will allow

your guests the ability to mingle easily without trying to juggle a plate and fork in one

hand and a drink in the other.

If you are offering a sit down meal you may opt for more elegant dishes. Keep in

mind that you can still achieve elegance without becoming overwhelmed.

Check out the Tips to Organize Life Recipe Section for ideas to help you plan

your menu. Many of the dishes you will find there can or should be prepared in advance.

Use the following pages to plan the food and beverages you will be serving. For

each recipe, think about what serving dish and utensils you would like to use. If you do

not have a serving dish or the right utensil for a particular recipe, you will want to add

those items to your Party Supplies shopping list in the next section.

You also want to make note of any prepare-ahead instruction for each recipe. How

many days in advance can it be prepared? Can you pre-chop any of the ingredients? Does

anything need to be removed from the freezer to thaw? These are the kinds of tasks you

will want to record on your Party Calendar, creating a step-by-step time line to get all of

your food prepared in the most efficient manner.

TIPS TO ORGANIZE EVENTS

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Next, pull together the recipes for all of the menu items you decide upon. Print

recipes from the internet, copy pages from your cookbooks or pull the cards from your

recipe box. Put all the recipes in the pocket folder which should follow the Menu section

in your binder to keep them together until the party.

Now that you have your recipes organized, take the time to create a grocery

shopping list from the ingredients needed for each recipe. Use the Grocery Shopping List

in this section which you can bring to the store with you. Be sure to include beverages on

your list.

ACTION STEPS

< Add grocery shopping day to your Party Calendar

< Add menu prepare ahead tasks to your Party Calendar

< Add menu preparation tasks to you Day of Event Calendar

TIPS TO ORGANIZE EVENTS

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BEVERAGES

Recipe Serving Dish Utensil Prep-Ahead Instructions

APPETIZERS

Recipe Serving Dish Utensil Prep-Ahead Instructions

TIPS TO ORGANIZE EVENTS

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MAIN COURSE & SIDE DISHES

Recipe Serving Dish Utensil Prep-Ahead Instructions

DESSERTS

Recipe Serving Dish Utensil Prep-Ahead Instructions

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GROCERY SHOPPING LIST

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TIPS TO ORGANIZE EVENTS

The Tips to Organize Life Event Planner

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PARTY SUPPLIES

In this section you will make yourself a shopping list of any non-grocery items you

need for your event. Things to consider include:

< Cloth Goods (tablecloths, napkins)

< Paper Goods (napkins, cups, plates, utensils)

< Decorations

< Serving dishes/utensils from your Menu Planner

< Centerpieces

You may be able to save yourself a lot of time by purchasing your party supplies

online. Check out these reputable vendors to see if they have what you need:

Birthday in a Box

Shindigz

Organize.com

ACTION STEPS

< Put your party supply shopping date on your Party Calendar

TIPS TO ORGANIZE EVENTS

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ACTIVITY PLANNER

Activity:_________________________________________________________________

Notes:___________________________________________________________________

________________________________________________________________________

Activity:_________________________________________________________________

Notes:___________________________________________________________________

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Activity:_________________________________________________________________

Notes:___________________________________________________________________

________________________________________________________________________

Activity:_________________________________________________________________

Notes:___________________________________________________________________

________________________________________________________________________

Activity:_________________________________________________________________

Notes:___________________________________________________________________

________________________________________________________________________

ACTION STEPS

< Add activity supplies to your Party Supply Shopping List

< Add activity preparation tasks to your Event Calendar

< Add activity set-up tasks to your Date of Event Calendar

TIPS TO ORGANIZE EVENTS

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PARTY SUPPLY SHOPPING LIST

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TIPS TO ORGANIZE EVENTS

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Now that you have a clear plan, simply follow your Event Calendar and

accomplish the necessary tasks each day. Youíll come to the day of your event feeling

organized and prepared to have a good time.

Enjoy your party!