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Easy Party Planning Tips
by: Jan Kovarik
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. 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.
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, and 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, and 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 will need to be done, and when. 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.
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), 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 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!
Remember that 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 trash bags. Put several in the bottom
of the trashcan before you put in the trash bag that will be
open. This way, as the trashcan fills up, you can bag up the
trash and there will be another trash bag ready to go!
Accept the fact that it is likely that drinks
are going to be spilled. Depending on what your arrangement
is for drinks, whether 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 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 helpers to help during the party: replenish food trays,
put uneaten food away before it spoils, take care of trash,
help set up party games. Ask someone to 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!
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
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…
About The Author
Jan K., The Proofer is freelance proofreader and copyeditor. Visit
http://www.janktheproofer.com for more information about Jan’s
services; http://work-at-home.janktheproofer.com for work at home
articles and free printables; and for work at home moms, visit
Jan’s sister site http://work-at-home.momsbreak.com for
articles, free printables, and work at home T-shirts and other
fun products.
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