Guest list and numbers: Create a spreadsheet / database as a guest list recording (where relevant): Guest name Contact details Dietary requirements Confirmed
Design, print and send out invites Plan to have final numbers at least 1 week before event
Prepare table/seating plan. Place cards. VIP guests
Venue Confirm: venue and date. Plan Party Theme
Timing & Date Speakers or Games Plan detailed timing: Start and End time of Reception Meal. Speakers (if applicable) - who will Speak. Bar, Entertainment -What types of games or entertainment will take place.
Menu: hors'deuvres, Buffet or Seated
Bar: Finalize drink requirements
Music Requirements: Will you be using a Band or Disc Jockey? Do you require a dance floor? Do you need PA for a speaker?
Plan and select entertainment e.g. magician, comedian, Casino, Caricaturist, musical tribute artist or band
Finalize decoration and party theme e.g. Balloons, Streamers, Table centres. Choose from a variety of them parties i.e. Roman, dress up as your favourite celebrity or musician, an 40's, 50's, 60's, 70's, 80's, and the list goes on. Visit out htme parties link for more ideas.
*Prize Draws or donation of prizes *Security *Coat Check *Seating
Preparation
Agree rough budget and what your priorities are Venue Food & Drink Entertainment
Decide type of event Seated dinner Finger buffet Cocktail party with hors'deuvres
Format Casual Formal or informal or costume
Attendees: Staff only or Partners, Clients, friends and family
Venue: Preferred location. Accessibility, Size of venue required. Cost for catering -in house or externally contracted
Timing & Date Decide approx date. Decide dates you cannot do. Start Time of event?
Guest list and numbers. Send out invitation and party theme requirments if any. Also send outa map to attendees of venue location if applicable.
Menus: Buffet, Seated or hors'deuvres
Bar: Cash or account and what limit. Type of drinks offered?
Music: Decide DJ or Live Band
Committee: Elect committee if required to delegate responsibilites
Event Day
Labels and name badges: Pinned or clipped onto board - alphabetically sorted with headings. Prepare spare badges & pens for late changes.
Publicity material: Prepare brochures, flyers, banners, and general info to display at event.
Display equipment: Prepare or plan for display boards, tables for publicity material & name badges. Lap Top, Projectors, microphone, sound system and Lights.
Communication with attendees: Ensure all staff or planners know the following: Venue location, and directions date & timing, dress code, bathroom & telephone locations, who the main point of contact is. Itinerary for event.
Check for special diets and notify organizers, caterers and servers.
Bring Miscellaneous items i.e. markers, pens, etc.
