Planning a party might seem a bit overwhelming at times, but it’s always a lot of fun! The bigger the party, the longer lead time you’ll need to get everything done. For example, a wedding, bar/bat mitzvah, or quinceañera needs to be planned about a year in advance; a venue birthday party about two months ahead; and a house party a month to two weeks, depending on how laid-back your friend group is.

Your Complete Party Planning Checklist

To stay organized, use a checklist of tasks to keep you on track. Not every party will require every item on this list, so just cross off anything that doesn’t apply. For best results, complete these steps in order!

  • Decide on a party budget
  • Choose the date and time
  • Select and book the venue
  • Develop your guest list
  • Choose a theme, including colors, design motifs, logos, fonts, etc.
  • Plan the menu, taking into account guests’ dietary needs and preferences
  • Choose and book a caterer, DJ, photographer, florist and any other vendors
  • Shop for any special apparel required
  • Send out invitations
  • Finalize venue and food plans based on number of confirmed guests
  • Design and order party favors and packaging
  • Plan your party music playlist
  • Purchase food and tableware and party supplies if self-catering
  • Plan a rehearsal if required
  • Decorate your venue, including centerpieces, party favors, etc.
  • Prepare party food and drinks if self-catering
  • Welcome guests and enjoy the event!

Tips for Specific Events

The party planning checklist above is designed to be flexible, but certain events have specific requirements. Here’s what to consider as you plan for some of the most popular types of parties.

Holiday Parties

Different holidays come with different expectations: fancy hats for Easter, picnics on the Fourth of July, razzle-dazzle for New Year’s Eve. Get into the holiday spirit by decorating for the occasion! Help your guests out by providing some details about the dress code and planned activities (dancing, swimming, lounging with cocktails) so they know what to expect.

Children’s Birthday Parties

Themes are really important to kids, and you can set the tone with everything from a fun birthday invitation to personalized party favors. Check in with your child to help plan the theme and give them some agency in the process. (Pro Tip: Encourage guests to name any food allergies when they RSVP so you can plan a menu that works for everyone.)

Events for Teens

There are two types of parties for teens: ultra casual, hide-in-the-rec-room affairs that just need a stack of pizzas, and milestone events like a sweet 16, bar/bat mitzvah or quinceañera. The big events can end up feeling like planning a wedding, complete with vendors and formal invitations, so start a year ahead and set a budget so you feel in control of the process.

Dinner Parties

The sit-down dinner party is rare nowadays, with most people opting for potlucks or more casual cocktail-and-hors-d’oeuvres get togethers. Still, a classic dinner party can be an elegant change of pace if you love hosting. The trick here is to plan a menu that can largely be prepared ahead of time, so that all you have to do is pop something in the oven when your guests arrive. (Pro Tip: Adults also love party favors, so consider setting the table with a token guests can take home.)

Once you know how to plan a party, it only gets easier with practice. If you’re nervous, start with a small gathering of very close friends and work your way up to larger events at a special venue. Take your time and relax — planning should be part of the fun!