Party Planner

Successful events are planned backward from the event date. Starting early gives you negotiating power with vendors, time to handle unexpected issues, and the ability to send invitations before guests commit to other plans. Here is a standard timeline for parties of 20-100 guests:

Recommended Planning Schedule

• 6-8 weeks before: Set budget, create guest list, choose theme, research venues.
• 4-5 weeks before: Book venue and major vendors (catering, entertainment).
• 3 weeks before: Send invitations with RSVP deadline.
• 2 weeks before: Follow up on outstanding RSVPs, finalize catering headcount.
• 1 week before: Confirm all vendors, shop for decorations and beverages.
• Day before: Prep food that keeps, set up decorations, charge cameras and speakers.

Great parties are planned, not improvised. Start with a realistic budget and prioritize the categories that matter most to your guests. Food and drinks usually consume the largest share, but do not underestimate the impact of good music and lighting.

1. Set your budget first before choosing a venue or caterer.
2. Track RSVPs closely so you do not over- or under-order supplies.
3. Prepare a backup plan for weather, cancellations, or technical issues.
4. Delegate tasks so you can enjoy the event too.
5. Build in a 10% contingency for unexpected expenses.