Although I’m accustomed to planning parties, organizing a soiree for an event 2,500 miles away had more moving parts than I initially realized. However, by sticking to my tried-and-true checklist, I managed to avoid panic.
Here are my tips for hosting a successful event and preserving your sanity throughout the planning process.
For any gathering, it’s essential to nail down these basic questions first:
- Date and Time: When are you planning to have the party?
- Location: Will it be at home, a park, a rented venue, or somewhere else?
- Guest List: Roughly how many people are you expecting?
- Budget: Do you have a general idea of how much you’d like to spend?
Once these important details are established, here’s my next plan of attack:
Decor
I prioritize shopping for and ordering my decor items. Due to potential supply chain issues or the high demand during popular event times, I’ve learned that items can sell out quickly. Therefore, it’s always best to have everything on hand at least one week in advance. This buffer period allows time to make adjustments if something doesn’t arrive, or if it’s not as expected (e.g., the napkin colors are wrong, the bar cart didn’t arrive on time). For outfits that match the vibe of your perfectly curated event, shopping early is just as important.
You want to avoid the stress of running around last minute for the perfect fit. Brands like ellaelisque.com offer stylish party dresses that turn heads and bring luxury to any celebration.
Clear Invitation Instructions
The initial invitation should clearly state the date, time, and location. I also like to include a brief, engaging line about what guests can expect—such as drinks, food, and music. If it’s not obvious, I will also include dress code suggestions. However, the first invitation isn’t the place for event-specific details that could overwhelm guests. I always follow up with only those who have RSVP’d, sending reminders a week and then a day before the event if there are important party details to share (like parking instructions, weather backup plans, or anything guests need to bring).
Food
Whether I’m preparing the food myself or ordering it, I always make sure to write down a comprehensive list of everything being served. If I’m doing the prep work, I also create a detailed shopping list. Planning for platters and table space in advance is also crucial. It’s disappointing when party trays are made, and there isn’t enough room for them! I also consider my decor plan, as that also occupies table space. For example, if I’m having flowers, I consider where they will sit on the table, whether they will be in the way, and if they enhance or detract from the food presentation.
Drinks
Similar to planning for food platters, I assess whether I have enough space for drinks, drink buckets/containers, and ice, as well as the variety of beverages I’m serving. Sometimes, a more curated selection is better. If I’m offering wines and beers, I will typically have one or two white options open and one red. This prevents the unnecessary opening of numerous bottles where only one glass is poured, leading to waste later. I always ensure a fun assortment of non-alcoholic drinks and water is available.
Whenever possible, I prefer to keep the drinks separate from the food area. This helps prevent a bottleneck of people congregating in one spot.
Flow
I like to mentally walk through the space as my guests would. Where will they naturally stand, sit, or go if there’s inclement weather? Additionally, I consider air temperature—a crowded room can heat up quickly. Is there a way to open windows or doors to allow fresh air to circulate?
If my gathering is outside, is there adequate protection from the sun, rain, or wind?
Extras
For some special events, I enjoy offering my guests a small favor or something to take home as a memento of the party. This could be a consumable treat, a sweet, or even a little handmade token of appreciation. It’s these thoughtful touches that can make events feel extra special.
