How to Plan a Party: Guests, Budget and a Day-Of Run Sheet
A simple planning order for birthdays, showers and gatherings: guest list and RSVPs, a dated to-do list, a realistic budget, food quantities and a run sheet.
Whether it's a birthday, a shower or a holiday gathering, the planning steps are the same. Doing them in order keeps a fun event from becoming a last-minute scramble.
1. Date, place, rough headcount
Everything else depends on these three. Get a realistic headcount before you commit to a venue or a menu.
2. Guest list with RSVPs
Keep one row per household: names, how many adults and children, contact, invite sent, RSVP, and any dietary needs. Your confirmed count updates as replies arrive, and it drives food, seating and favors.
3. A to-do list with dates
Write tasks relative to the party date: invitations three to four weeks before, a supplies order two weeks before, food shopping two days before. Sort by date to see what's next.
4. A budget with three numbers
For each item, track the planned cost, the actual cost, and whether it's paid. Common lines are venue, food, drinks, cake, decorations, tableware, entertainment and favors. Adding a little buffer for the forgotten things (ice, batteries, bin bags) is wise.
5. Food and supplies
Plan the menu, then list quantities per guest so the shopping list scales with the confirmed count. Check plates, cups, napkins and serving utensils against the headcount too.
6. The day-of run sheet
A timeline with who does what and when: setup, deliveries, food out, cake, cleanup. Share it with helpers so you aren't the only one who knows the plan, and so you can enjoy the party.
Or try the free sample first.
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