party-planning checklist#

Key Takeaways#

• It takes about three weeks of solid planning for a party of any size.
• Use the few weeks before the party as a buffer to get most of the planning done without too much pressure or stress.
• Handle the bulk of cooking and cleaning in the final days and hours before the party.

Tis the season to be hosting! The holidays are packed with a lot of fun, food, and family, but also a lot of work. Especially if you're hosting a holiday party at your home. You have to decide on a guest list, plan a menu, decorate, and clean the house from top to bottom. The good news is that with a little bit of planning (and about three weeks) you can get all of it done without feeling stress or strain. The goal is to set yourself up in advance so that the night of the party, you can actually step out of the kitchen and enjoy it.

This handy-dandy to-do list will help you navigate party planning panic and help you to create an unforgettable party that both you and your loved ones will remember for years to come. You've got this!

Three Weeks Before#

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Getty/ Tanja Ivanova

Make an Invitation List#

For a large cocktail party, you can invite up to 20% more people than you can fit. Typically, only 70 to 80% of invitees attend.

Decide On a Theme (If You Want One!)#

This isn't a must, but if you do decide you want a theme, it'll take some extra planning. You can find some theme ideas here. Once you've decided on it, it's time to make or borrow any decorations you need to fit that theme.

Send Invitations#

Formal paper invitations are always nice, but not a must. You can send e-vites, call friends, or even text them depending on your relationship with them. Just be sure that they get the message. The holiday season is busy and people tend to book up early.

Plan the Menu#

Assemble the recipes in advance, and be careful to choose a a few (or all) that can be prepped in advance. You want to be able to attend your own party, after all! Try some make-ahead appetizers or easy desserts that you can make in under an hour. Make a list of how far in advance each can be made, and compile a shopping list. Place an order with your local delicatessen or bakery, as needed.

Line Up Any Help You May Need#

Consider hiring a high school student or a professional to help with pre- or post party cleaning or pass around drinks or appetizers, replenish buffet food, tidy up, and generally take some weight off your shoulders. You can also ask good friends or close family to come over a little early to help you set up.

Two Weeks Before#

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Getty/ Gmvozd

Clean and Launder Tabletop Items#

Clearly you don't HAVE to do this two weeks in advance, but it's a good thing to get out of the way while things are calm. Clean any crystal, china, and silverware you'll be using, and wash and iron your napkins and tablecloths. While you're at it, count to make sure you have enough of everything! Silverware tends to go missing.

Come Up With a Playlist#

The music should be upbeat and sufficient enough to last throughout the party. An average song plays for about 3 minutes, so you'll need about 20 songs per hour.

Do a First Round of Grocery Shopping and Cooking#

Whatever you can get early, do it! You can also now prepare any dishes that can be frozen and thawed later. Just make sure the ingredients are ones that can be frozen.

One Week Before#

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Getty/ Sinenkiy

Give the House a Deep Clean#

We're talking vacuuming the carpet, dusting the baseboards, the whole nine yards. You want to be sure to do an especially thorough job with the things your guests will see, like kitchen appliances and the guest bath. This way, you'll need only a quick once-over before the party.

Set the Stage#

Arrange the furniture as you'll want it for the party, making sure that guests can move easily from one part of your house to another. Designate a coffee table or side table for coffee and dessert, if you'll be serving them. Tuck away things that will be in the way, precious items that might get broken, and any paper clutter with important information on it.

Check the Lighting#

We all have dim or dead bulbs we've forgotten to swap for a while. Take a tour around your home and change out any lights that are dead or flickering.

Stock the Bar#

You don't need to have a pro-level bar, but plan to have three bottles of wine for every four people, and three to four cocktails per guest for a two- to three-hour cocktail party. If you want to add something a little special, pick a signature cocktail for the evening and make a big batch so guests can serve themselves.

Three Days Before#

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Getty/ Vicuschka

Decorate#

It's go time! Put up those streamers, arrange the candle, and set out any other decorative items you want to use. If you're planning to have this kind of party every year, go for timeless decor that you can repurpose. If you have a pet that tends to like knocking stuff over, wait and do this as close to the party as possible.

Set Up Clean-Up Stations#

Place a box of salt, Wine Away (red wine stain remover), club soda, and a couple of rags in a wicker basket, and store a few in strategic places in case a nasty spill occurs. Someone's bound to spill and you want to be ready.

Specify a Place For Coats and Shoes#

If you have a coat closet, make some space in it for others. You may need to move some of your own coats to a bedroom closet for the day, and that's totally fine! If you don't have a lot of space for coats, you can invest in a cheap coat rack (Target and Amazon have some for as little $10!). Make room for their shoes too if you're a shoes-off household. Have a mat or boot rack empty and ready to collect their kicks.

Finish Grocery Shopping#

It's game time! Go through each recipe and make a detailed list of every item you're missing. You don't want to have to run out 10 times the day of the party.

Make a Cooking Schedule#

Take a look at how long each item needs to cook and work backwards. Think about your oven space and make sure you don't need to put four things in there at the same time. If you do, you should make some a little earlier then heat them up.

One Day Before#

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Getty/ svetikd

Set the Table#

For those hosting a sit-down meal, here's how to set a table correctly. If you're having a buffet, set out the dishes you plan on serving items in, as well as plates and cutlery for guests.

Finish as Much of the Cooking as You Can#

Finish baking or freezing anything that can be made in advance, and marinate or set anything that needs to be left overnight. You can also do some of your prep work ahead of time by dicing veggies and keeping them in the fridge overnight. Tomorrow you will thank you!

Day of the Party#

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Getty/ Insung Jeon

Do Your Last Minute Cleaning#

This should be absolutely minimal! Go over countertops and tables with wet wipes and make sure every bathroom has toilet paper and hand soap.

Finish Cooking#

You're in the home stretch! Finish baking, broiling, or grilling any remaining items!

Place Chairs#

Don't worry about having enough seating for everyone; fewer seats will encourage mingling.

Set Out Apps and Drinks#

Put out anything that can be left at room temperate (chips and dips, crackers). Wait until right before the party to set out the rest.

Greet Guests as They Arrive#

You did it! At this point, things should be cooked, set, and organized, so you can step away from prep mode and actually enjoy the party you've created.

Frequently Asked Questions#

• It all depends on the size of the party. For smaller events, it may take just one to two months. For larger events with hundreds of guests, planning could start as much as a year in advance.
• The most important elements for a party are location and guests. Once you have those decided upon, the rest can fall into place. From there, think about invitations, food, and entertainment.