Article: The No-Fail Party Prep Timeline

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Dec 5, 2022Entertaining

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 a ready-to-execute timeline, it can be enjoyable and more easily achievable.

Using a party prep to-do list ensures you are well prepared to host, and you’ll also be able to use it to map out a specific timeline for preparations and the day-of execution. But don’t let this intimidate you, we’ve created a no-fail party prep timeline for planning and hosting your next dream gathering. Ready to get started?

Why Create a Timeline?

Timelines are essential not only for reducing your day-of stress but also for ensuring a smoother, more enjoyable experience 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, and the key to this is being fully planned and prepared ahead of the gathering. A few ways to plan a no-fail gathering:

Plan the “agenda” for the gathering

Create a party “to-do list”

Create a timeline of to-do’s needing accomplished in the weeks or months leading up to the gathering

Create a day-of timeline of tasks to check off to host same-day

Creating a timeline is essential to reduce day-of stress and ensure everything flows smoothly for both you and your guests.

Party Game Plan Agenda

To begin, we recommend creating an “agenda” for the party. Ask yourself, what is the first thing you want your guests to do when they walk through the door? Then what? What do you want them to do right after that? By having an agenda or itinerary in mind, you’ll know the order of events, and this will alleviate any awkward moments or lags in entertainment or eating.

Ready to Work Backwards?

Before you skip over this step, let us assure you this is something we do, and it does, in fact, ensure a successful gathering. By "beginning backwards," we mean planning your preparations by starting at the end of the gathering and working your way back to the beginning. 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. Ask yourself these questions:

What time do you want the last guest to leave?
What time will you serve dessert?
When will you serve dinner?
Is there a cocktail hour? When will it start?
Is there a slotted time for guests to mingle as other guests arrive?
What time will guests arrive?

This will allow you to set aside time for each course or event all while remaining in a reasonable time frame.

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:

Determine the party date and time

Choose a gathering theme, if there is one

Compile the guest list

Create invite

Send out invitations

Assess any rental needs

Determine any vendors needed/Call and secure vendors

Create the menu

Track RSVPs

Buy non-perishable items

Buy drinks

Choose music playlist

Confirm final number of guests

Finalize and confirm all vendor needs

Buy flowers or preferred décor pieces

Buy perishable items

Clean and prep all tabletop pieces

Gather all serving supplies

Prep any food ahead of time

Clean house

Set the table

Set up the bar

Light candles

Fill up drink glasses

Set out warm/hot food or appetizers

Welcome guests

Now that you have our list of to-dos, it’s time to set up a few milestones to work toward so everything stays on track. Here’s how we are setting up our preferred timeline for a larger-scaled gathering, but don’t worry – if you are hosting a smaller or more intimate gathering, feel free to condense the timeline to better suit your event. It’s super easy to scale this timeline up or down depending on whether the gathering is a more formal one or if it’s a casual occasion.

5-6 Weeks Before:

Decide invitation method and create invite

Compile the guest list

4 Weeks Before

Determine the party date and time

Decide on your theme

Send out invitations

3 Weeks Before

Create the menu

Settle on your serving style

Decide on your dining style

Assess any rental needs

Determine any vendors needed/Call and secure vendors

2 Weeks Before

Track RSVPs

Design your table {we can help – find table setting inspiration here!}

1 Week Before

Buy non-perishable items

Buy drinks

Choose music playlist

Confirm final number of guests

Finalize and confirm all vendor needs

2 Days Before

Buy flowers or preferred décor pieces

Purchase perishable items, such as fresh produce, meats, or desserts

Clean and prep all tabletop pieces

Day Before

Gather all serving supplies

Prep any food ahead of time

Clean house

Set the table

We recommend finishing out these to-do’s and grouping certain tasks together instead of doing them one-by-one throughout the day. For instance, you may find it to be more time-efficient to clean and prep your tabletop pieces and then set the table immediately if you plan to eat elsewhere in your home up until the party. Now that your to-do's leading up to the event are set, use our Day-Of Timeline for final gathering 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. There are simply some things that you can’t do too ahead of time, like fill water glasses, light candles, start the music, or set out warm or hot food.

We recommend you set aside time allotments for certain tasks and set alarms on your phone to keep everything on track. Oftentimes, 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

Cook and prep remainder of food
Set serving pieces out

3 Hours Before

Arrange bar with glassware and cocktail ingredients
Run dishwasher and empty it

1 Hour Before

Place drinks in ice bucket
Get dressed / do your hair and makeup

30 Minutes Before

Open the wine
Adjust lighting

10 Minutes Before

Light the candles
Turn on music
Set out appetizers
Fill up water glasses
Set out platters of appetizers

If guests arrive early, don’t be afraid to delegate some of these last-minute tasks to them! They will feel needed and useful when you ask them to light the candles or fill up water glasses. This also helps to curb any awkwardness that may arise if they’re too early or other guests arrive late.

By planning your party prep timeline, you are setting yourself up for a successful gathering, and your guests will be appreciative of the thought and detail you put into it. Although it’s not an effortless task, hosting can be rewarding and well worth the extra effort.

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!