Party planning checklist: A quick guide

Planning a party takes time, creativity and organization. Unless it is a small party for friends and family, party planning should follow a structured process with well-defined steps. 

At the peak of the digital era, there are many restless minds that have found a place on the Internet to give space to their ideas and proposals in different ways.

In this article we want to focus on live DJ sessions in our homes. Yes, virtual drinks or beers are organized at home, but if you want to get a little closer to the feeling of being in a crowded bar, we suggest you enter an online nightclub.

Any excuse is good to organize a party!

Party Planning Checklist

Read this quick guide to organize online parties at your place or somewhere else. You can use it online or print it so you don’t forget anything when organizing a party.

This party planning guide should help you. Keep in mind that not all of the steps will be useful for your party, but remembering them will make you a better party planner. 

Follow this list to make sure you don’t skip any important steps like buying food for hiring a DJ.

With time in advance 

Date and time: Decide the date and time of your party. Try to plan it on a date that does not coincide with national holidays, vacations or festivals. This way, more people will be able to attend your event.

Location: Where will the party be, indoors or outdoors, in a house, a restaurant, a pub or somewhere else? Start thinking about the best places to have it.

Theme: Decide if it’s going to be a theme party or not. Why are you having this party? Is it for a special date or just because you feel like it? Will they need to dress up in any special way?

Audience: Find out who would be interested in coming to your party. How can you reach out to them? Start making a guest list.

Menu: Are you going to serve food and drinks, will they have to bring what they want to consume? Start making a shopping list.

Team: Do you want to do it all yourself or will you have a team helping you? Find the perfect team and start delegating tasks.

Budget: How much is it going to cost you to rent a venue, food, drinks, entertainment, etc. Are you going to charge admission to your clients to try to cover these expenses, do you want to make a profit or just cover expenses?

One month before the party

Program: This is the time to start preparing a program schedule. Are there going to be activities? A poster with different groups? Try to make a preliminary schedule for the day of the event.

Material: Now that you more or less know the program, it’s time to think about what material you will need. Sound system, Speakers, projectors, screens, Internet connection etc. Do you need guests to bring anything? Start ordering the things that will take the longest to arrive.

Venue: In case you are not planning the party at home, you will need to finalize the contract with the venue. Make sure you book the restaurant, sign the contract with the theater, or whatever you need for your party.

Music: hiring a professional DJ is the way to go. Browse DJs in Wavezoo and find the style of music that best suits the party.

Suppliers: At the same time, contact all your suppliers and negotiate contracts and agreements for food, drinks, etc.

Event page: Maybe you want an event page for your party where all the information you have already thought of will appear. It should include the most important information such as date, time and location. Normally, on this page you will be able to see how many people are coming.

Invitations: Send invitations to your list. You can include a link to your event page so people know how it is going to be.

Two weeks in advance

Confirm suppliers: Make sure all suppliers have confirmed orders and that deliveries will be on time. You don’t want there to be any surprises and you don’t want them to forget anything.

Buy what’s missing: Buy all the little things you’re missing – ice buckets, silverware, tables, etc.

Logistics: Start thinking about how to set up the people and how to lay out the room. Where can you park? Where do the screens go? Dance floor? Wardrobe?

One week before

Confirm guests: This is the time to give a shout out to people who haven’t RSVP’d yet. Send reminders to those who have RSVP’d to build anticipation.

Safety check: Check that everything related to safety is in order and follow legal codes. Is there a fire exit indicated? Have all inspections at the venue been passed? You never know.

One day before the party

Prepare the venue: Distribute the furniture, confirm that the WiFi works well and do a sound test. Decorate with everything you need.

Buy last minute stuff: Buy everything you know will go off fast like fruit, ice, etc.

Check the schedule: If you can, try to do the schedule a day before to make sure you have timed it right and that the whole team knows what to do.

Party day

Set up: Set up the tables, welcome drinks, join your online party, do a final sound check and check that everything is in place. 

Catering: Let the caterer come in and set up all their stuff so they can start preparing and setting up the food.

Door: Don’t forget to have someone managing the door, someone to welcome guests, scan tickets, take guest lists, closet, etc.

Photo & video: Have someone on your team (or a professional) taking photos and videos of the event so you can share them with guests afterwards.

When the party is over

Clean-up: disassemble the equipment, pick up the glasses, put the furniture back and clean the room.

Acknowledgements: Send thank you notes to vendors, DJ and of course your guests. Share photos and videos on your social networks for your guests to have them as well.

Survey: If you’re thinking of organizing another party, it’s a good idea to ask your guests what they thought of the last one.

Finances: Review your expenses and your sales profits, etc.