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Party Planning Timeline Countdown
Use this party countdown along with party supplies from Haga's
Party Options & More to ensure a well-planned and successful theme party!
This is just a guide. All celebrations are different. See the experts at Haga's Party Options & More for help
on planning your special celebration.
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for printer friendly version.
6-10 Weeks before the party:
_____ Determine the theme and staging for your party
_____ Set a budget for your theme and stick to it
_____ Create a guest list
_____ Select the date, time, and location
_____ Plan and select decorations and menu
_____ Prepare grocery list and party supply list
_____ Begin buying supplies and creating props
_____ Select and hire caterers/serving help if needed
_____ Research entertainers if you plan to hire one
_____ Send out invitations at least 6 weeks before your party
Date of Party: ________________________
Time (start and ending): ________________
Place: _______________________________
RSVP (by date): _______________________
4-6 Weeks before the party:
_____ Plan the party outline and schedule for activities
_____ Track RSVPs
_____ Start looking for specific party music
_____ Hire your entertainer
2-3 Weeks before the party:
_____ Hire a sitter if you will need one or other helpers for the party
_____ Purchase party favors, theme party supplies, extra tableware, and decorations
_____ If catering, order food
1 Week before the party:
_____ Confirm caterer
_____ Confirm entertainer
_____ Create craft models, if having crafts in party activities
_____ Place cake order
_____ Prepare everything in an outline that needs to be done before the party. Remember any children you have to pick up, last minute errands, setting up special
games, like scavenger hunts.
_____ Update your party outline
_____ Finalize head count, call guests who have not RSVP'd
_____ Finalize music selection
_____ Purchase beverages
2-3 Days before the party:
_____ Buy groceries for the party
_____ Prepare and freeze or refrigerate food items that can be made in advance
_____ Make party costume or select an outfit
_____ Check film and battery supply
_____ Clean yard and start cleaning house
_____ Gather up anything you will need for party games
The Day before the party:
_____ Pick up any rented items and helium tank(s)
_____ Pick up food orders and the cake
_____ Clean house or party facility
_____ Set up and arrange party room
_____ Thaw frozen party foods
_____ Get out serving pieces
_____ Coordinate last minute arrangements with caterers and helpers
_____ Decorate party area inside except for helium balloons
_____ Set up tables and serving utensils use post notes and write where each item will be placed
_____ Get out the camera, extra film and batteries
_____ Charge the video camera
The Day of the Party:
_____ Prepare and arrange foods that needed to be made right before the party
_____ Decorate outside and helium balloons for inside
_____ Mentally "travel through" the party
_____ Start party music to set the mood
_____ Allow yourself time to get ready
_____ Relax and have fun!
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