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These party planning basics are the first step to any successful event, party or wedding.

Party Planning Basics

When beginning to plan a party or event there are a few key things you want to think about. These are the basics that form the Party Planning Checklist. By working through each point and brainstorming ideas you will easily be able to plan wonderful events and cover all the bases.

Party Planning Basics Checklist

1. What is being celebrated
2. Budget
3. Date
4. Time (start and end)
5. Location (address)
6. Exact Location (inside, outside, etc)
7. Theme
8. Basic items needed (marquee, chairs, tables)
9. Entertainment
10. Decorations
11. Food and drink
12. Other considerations (overnight accommodation etc) 

Looking deeper at the Party Planning Basics

1. What is being celebrated?

What’s the occasion? What are you celebrating and why? Is it a birthday, anniversary or just because? 

Who for? Who’s occasion is it? Remember when party planning for someone else to think of the guest of honour and what they like rather than what you like- but don’t book anything you would hate! Who would they want at the party? What would their guests like? Think age ranges, interests etc.

What do they like?

What are their interests? Do they have something they are passionate about you could involve in their day? Anything from sports cars to lions works well. What sort of activities do they actually enjoy? If they are quiet then a loud raucous occasion might not be suited to them…or it just might!

2. Budget

What can you afford? Thinking about this before making further plans is a really good idea. It will help you pick from the options you brainstormed in point 1 and then create a suitable guest list.

3/4. Date and Time

The date and time really rely on what’s being celebrated, how and with what budget. For example, an evening of activities is often cheaper than a full day.

5. Location (and 6. exact details)

Where could you have it? Now hopefully you know what you want to do celebrate what and whom, where can you have it?

How many people do you want to invite (and who? Family, friends, old, young etc? Where do they live? Can they drive?).  How many people is the activity suited for?

Some plans will have set locations for example paintballing whereas others such as weddings or dinners will have a plethora of options. Budget depending.

7. Theme 

Now you should know exactly…

• What and Whom you are celebrating
• How much you have to spend
• When and Where the party will be exactly

You can now have a little fun and think about any theme you may want to add to the event.

Once you’ve thought of a theme idea head over to Pinterest and create some mood boards

Here are some prompts for creating mood boards

• (your theme) +aesthetic
• (your theme) (your event)
• (your theme) decorations or colour scheme or food/drink etc

for example for a 1920s-themed wedding

• 1920s wedding aesthetic
• 1920s themed wedding
• 1920s wedding colour scheme
• 1920s wedding decorations
• 1920s wedding food and drink ideas

8. Basic items needed (marquee, chairs, tables)

Now is the time to get really meta. Write out a list of everything you can think of you will need, this is very useful for sticking to the budget and also literally not forgetting anything.

This could include

• A marquee
• lights
• tables for guests
• chairs for guests
• tables for food
• tablecloths
• plates
• cutlery
• serving plates/cutlery
• napkins
• cups etc

Stick to what you need to start with. Perhaps wants could be a different list if you find it easier to brainstorm both at once!

9. Entertainment

When considering entertainment you basically want to split it down into activities. 

What activities will you do? Creating something works well in small groups for hen parties and children’s parties. Games work well, for large groups think Sports Day-type games while small groups could play more complicated board and party games.

Even dancing or chatting is an activity and needs a little bit of planning behind it.

Consider timings for the day’s events and activities as well. Some parties require a strict schedule, some can be a little more flexible but it is still worth working it out.

10. Decorations

The fun bit!

Keep in mind your budget but its now time to think of all the decorations you need and want. (Again if the list is big split it into two).

Consider where will you get decorations from. When? Where will you store them? Do they need much set-up time or prep? Does it work with your schedule?

Now you’ve thought through the previous 9 stages especially themeing and location this shouldn’t be too hard to brainstorm.

Decorations also lead to food and drink. Will any of your food and drink options be a decorative (but useable) centrepiece

for example

• champagne tower
• doughnut wall
• tiered wedding cake

11. Food and drink

Now you know what you are doing, where, why and with whom thinking of the food and drink should hopefully be easy!

If it’s a small group a restaurant could be a good idea, for example, if it’s larger you may look into catering.

Over the coming weeks, we have plenty of food theme posts planned so be sure to check the wedding page for more content as it is uploaded!

12. Other considerations (overnight accommodation etc) 

Now is the time to think about everything else. How will you send the invites for example? What do you need to include on them? Is it something you need to provide like rooms in your house or something you just need to provide information on like local hotels? (Yes people can google, but people do also expect you to put work in it seems!).

Party Planning Basics Download

Here is a little freebie for you to get started on, a Party Planning Basics Checklist.