The No-Fail Party Prep Timeline
The season of hosting is here and there’s nothing we love more than gathering with friends and family. Whether it’s big or small, hosting a gathering can often feel like a daunting task. However, with a well-planned to-do list and ready-to-execute timeline, it can be enjoyable and easily achievable.
Not only does planning your party prep to-do list ensure you are well prepared, but you will also be able to map out your timeline for the preparations and day of execution. But don’t let this intimidate you, we’re sharing everything you need to know here!
We’ll begin with creating your ultimate timeline for your dream gathering where you’ll have the opportunity to map out your timeline and to-do's based on the scale of your event. Ready to get started?
Why Create a Timeline?
Timelines are essential in not only reducing the day-of stress for you but can also contribute to a smoother evening for your guests. Think of the best gathering you’ve attended. Were you ever wondering how the evening would unfold? Did the host seem flustered or unprepared? Hopefully the answer is no. Any ideal gathering should feel like a joyous experience for both the guests AND the host. The key is through planning a timeline.
A few ways to plan a no-fail gathering:-
Plan the agenda for the gathering
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Work backwards to create the day-of timeline
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Make your to-do list
Party Game Plan
To begin, we recommend you scope out the agenda for the party. First ask yourself, what is the first thing you want your guests to do when they walk through the door? By having an agenda or itinerary in mind, you’ll know the order of events and this will alleviate any awkward welcomes when guests begin to arrive.
Pro tip, have the bar cart set up by the front door to offer guests a refreshment.
Ready to work backwards?
Before you skip over this step, let us assure you this IS something we do, and does in fact ensure a successful gathering. What we mean by beginning backwards is to plan your preparations beginning at the end of the gathering and working towards the start.
We were inspired by Ina Garten with this party planning idea and we’ve found it to be super helpful when planning the timeline of the gathering.
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Begin with the time you want the gathering to end
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Next, what time will you serve dessert?
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When will you serve dinner?
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Cocktail hour?
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Time for guests to mingle?
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Arrival time?
This will allow you to set aside time for each course or event all while remaining in a reasonable time frame.
Next up, the To-Do List
Your to-do list is your guide to a seamless experience - not only for you but for your guests as well. Creating your overall party prep to-do list will allow you to visualize what’s achievable and what tasks may need to be delegated or nixed all together.
Take a look at our most common to-dos before any gathering:
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Determine the party date and time
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Compile the guest list
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Create invite
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Send out invitations
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Assess any rental needs
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Determine any vendors needed/Call and secure vendors
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Create the menu
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Track RSVPs
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Buy non-perishable items
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Buy drinks
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Choose music playlist
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Confirm final number of guests
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Finalize and confirm all vendor needs
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Buy flowers or preferred décor pieces
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Buy perishable items
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Clean and prep all tabletop pieces
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Gather all serving supplies
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Prep any food ahead of time
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Clean house
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Set the table
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Arrange all tables
Now that we have our list of to-do's, it’s time to set up a few milestones to make sure everything stays on track.
Here’s how we are setting up our preferred timeline for a larger-scaled gathering – if you are hosting a smaller or more intimate gathering, feel free to condense the timeline to better suit your event.
4 Weeks Before
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Determine the party date and time
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Compile the guest list
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Create invite
3 Weeks Before
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Send out invitations
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Assess any rental needs
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Determine any vendors needed/Call and secure vendors
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Create the menu
2 Weeks Before
- Track RSVPs
1 Week Before
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Buy non-perishable items
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Buy drinks
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Choose music playlist
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Confirm final number of guests
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Finalize and confirm all vendor needs
2 Days Before
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Buy flowers or preferred décor pieces
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Buy perishable items
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Clean and prep all tabletop pieces
Day Before
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Gather all serving supplies
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Prep any food ahead of time
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Clean house
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Set the table
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Arrange all tables
Now that your to-do's leading up to the event are set, let’s break down a timeline for the day-of execution.
Day-of Timeline
A day-of timeline will allow you to clearly define the flow and overall execution of your party and ensure you allotted enough time for prep beforehand! We recommend you set aside time allotments for certain tasks and set alarms on your phone to keep everything on track. Often the prep work takes much longer than you anticipated, and you’ll end up flustered before guests arrive, or worse not entirely ready. Give yourself an additional 15 minutes for each task. You’ll thank yourself later for this one!
6 Hours Before
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Cook and prep remainder of food
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Set serving pieces out
3 Hours Before
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Arrange bar with glassware and cocktail ingredients
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Run dishwasher and empty it
1 Hour Before
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Place drinks in ice bucket
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Get dressed!
30 Minutes Before
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Open the wine
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Adjust lighting
10 Minutes Before
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Light the candles
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Turn on music
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Set out appetizers
We also recommend that rather than waiting until day-of to begin certain tasks, go ahead and do a little each day. By starting early on checking off that to-do list you’ll be so glad you aren’t scrambling hours before guests arrive. A little goes a long way here!
Now that you’ve planned your gathering timeline and have your to-do's jotted down, you are well on your way to planning the perfect event. We hope your gathering goes off without a hitch and that YOU enjoy yourself as well! By planning your timeline, you are setting yourself up for a successful gathering and your guests will be appreciative of the thought and detail. Although it’s not an effortless task, hosting can be rewarding and well worth the extra effort.