How To Plan A Big Party
How to plan a party at home. A step-by-step guide. Party planner, checklists, tips, or party menu; all you need to throw a successful party!
How to plan a big party for the first time… 7 steps on how to plan any party. A Birthday Party, Engagement Party, or even New Year’s Party. Surprise party or not, you will learn how to plan and organize any home party!
You’re probably wondering how you could plan that party. Or maybe are you terrified and stressed out just thinking about it!?
Well, my friend, you’re not alone! Like many of us, you probably think that it’s way too much work and way too much stress!! And to tell you the truth, that’s exactly what I was thinking too…before…
Today, I will prove to you that throwing a big party is much easier than you think!
Really!! 🙂 I’m not kidding!
You’ll quickly realize that with a good plan, hosting a party is …So perfectly Simple!!
I will help you and guide you through creating that evening that your guests will remember for a long time!
Hard to believe that you’re only 7 steps away from your Dream Party!! 😉
- The Plan for a Successful Party
- Lists to Organize Your Party
- Choosing Your Party Menu
- Everything to Organize Your Party
- Party Planning Time!
- Your Party Planner & Checklists
- Learn How to Plan that Big Party
- To Conclude
So, how to plan that big party? It’s time to find out!
**Warning! This is an epic post, so make sure you save it.
I’m sure you’ll want to come back to it…more than once!
OK now, let’s plan that party!
The 7 Steps to Your Dream Party! 😉
How to plan a big party…
The Plan for a Successful Party
Let’s now go through the steps on how to plan a party.
1- The key is to have a plan
Planning a party for 50 guests or for 15 is pretty much the same…although you will need more food, more beverages, and a little extra room, the base is still the same.
You might feel a little worried now…I know exactly how you feel because I used to be totally scared every time I had people over for dinner!
But that was before…over the years, I realized that everything is possible as long as you have a good Simple Plan!
I grabbed many tricks, developed technics, and discovered secret weapons that helped me a lot … I’m pretty sure that they’ll work for you too!
Curious about my secret weapons?! …ha! ha! I knew it! So here they are:
First: …Plan, Plan, and Plan!
Then: … Make Lists, Lists…and More Lists!
Finally: …Once you have a plan, stick to that plan!!!
Ha! Ha! Get the idea??
Yes, it’s all about planning!!
Did I tell you that planning is everything?
Well, the good news here is that I will help you both plan and organize that big party that you will be proud of!
I will help you and guide you through creating that evening that your guests will remember for a long time!
… if you’re like me, you certainly love when others do all the work for you!! ha! ha!
OK, I won’t do everything ( I wish I could ), but I will certainly help you…a lot!!
First, you have to remember that the most memorable parties are usually the most simple ones!
Don’t try to do too much; keep it easy and simple. And please, stop comparing yourself with others that have more experience…or more budget!
Hosting is not a competition but a pleasant moment with family and friends 🙂
Don’t expect everything to be perfect…Your goal is not perfection; your goal is to have a great party!!
By focusing on a So Perfectly Simple party, you will lower your stress level, which means that you’ll be able to enjoy every single minute of that evening!
After all, your guests are the most important part of your party, and for this reason, you have to be calm to enjoy their company. Believe me; they will be totally happy if their host is relaxed and smiley!😊
Another great option to lower your stress level and save some precious time is making your party… a potluck party!! Why not share all that work with your friends? That is the perfect way to host if you have less time… the meal always gives us more work to do, so having your friends help you out a little with it will save you time… And I mean a lot of time!!
Even though potlucks are easy to host, they still need to be well-planned…You will find all you need to know about potlucks right here!!
Not to mention that Potlucks are also a great way to plan a party on a budget. Yes, you will save time, but you will save a lot of money too! 😉
Ok, back to your party planning!
How to plan a big party…
Lists to Organize Your Party
2-The power of a list!
How I use lists and checklists to plan and organize a big party
I suppose you know by now how I like making lists, so let me explain why.
Having lists gives you peace of mind. Instead of having tons of ideas rolling in your head, all those ideas will be nicely secured in one place! You won’t have to worry about forgetting something!
Also, writing down all the To-Do things on a list helps you take a step back… and realize that, after all, it’s not as bad as you first thought!! 😉
As you can see, I’m a list lover! I like making lists, but above all, I like to cross things off from those lists! I feel so good every time I cross off something! Seeing that I have less and less to do is so satisfying!!
I usually work with six lists:
- Guest list…supposed to be the easiest one!! ha! ha!
- Menu list
- Task lists: one for food to prepare and one for all the other tasks
- Grocery list
- And lastly, one for all the other things to buy
Hold on! We will get back to these lists later… 😊
How to plan a big party…
Choosing Your Party Menu
Before we talk about your party menu…
If you feel a little overwhelmed…
Good news! In this book, I really did all the work!
Now, back to our party menu!
3-Choosing your Menu
Obviously, your menu is one of the most important things to figure out to know exactly how to plan and organize your big dream party!!
Having 15 to 20 people for dinner is not easy (unless you hold a restaurant!! ) and it could become very stressful. For this reason, I recommend a buffet. That’s my favorite way to host people for lunch or dinner, especially for big crowds.
Also, buffets are so much easier to manage…and not to mention that they will ensure you keep complete control !!
You will be able to prepare almost everything ahead. So, all you’ll have to think about will be throwing a few things in the oven and setting a nice table…
…and TADA!! here’s your buffet!! 🙂
Looks almost too easy! ha! ha!
Another good thing about serving a buffet is that it allows your guest to move around. Some of them will like to stand all evening and go from one group to the other, while others will prefer to sit quietly to eat. So make sure you also have comfortable seats for them. With a buffet, everyone can eat whenever they want and choose what they prefer… and another significant advantage is that you will definitely have fewer dishes to do!… Isn’t that great?
Of course, you will have more work to do a few days before; but the best thing is you will be free to spend all evening with your family and friends 😉
And don’t forget to keep it Simple!!
If you think you won’t have enough time, feel free to take shortcuts. it’s nice to have everything done from scratch, but let’s be realistic here!
It’s ok to buy a few ” ready-to-serve ” such as sandwiches and desserts, or even order the entire meal from a caterer!
Pro tip: I highly recommend ordering at least sandwiches from a caterer: it won’t cost you more, but you will save a LOT of time!!
I suggest you choose things that everyone will like. The base of your buffet should be very…basic!
But of course, you can add one or two plates that are a little more exotic, depending on your guests.
Again, keep it Simple and prioritize dishes that can be prepared in advance.
To make it easier to manage, I suggest 8 cold dishes and not more than 3 to 4 hot ones (you will need room in the oven for cooking 🙂 )
My favorite tips!
I always keep a list of my menu close to me to ensure that I don’t forget anything. I like to stick it on the backside of one of my kitchen cabinet doors. It doesn’t show, but I can access it very easily 🙂
I also separate what is ready to serve and what needs to be heated. I like to write beside each one the cooking time and the oven temperature.
My advice: when you plan your menu, select dishes that all require the same oven temperature for cooking. It is way much easier to have only the cooking time to manage!
So, here is the Simple Buffet I’m proposing to you:
Cold dishes:
- Veggies and dip ( carrots, cucumber, celery, broccoli, bell peppers, cauliflower… )
- Tea sandwiches tray
- Stuffed cherry tomatoes and cucumbers
- Assorted cheese and raisins tray
- Shrimp mini-skewers
- Garnished mini-croissants ( chicken salad and deli croissants)
- Pasta salad
- Olives and pickled tray
Hot dishes:
- Sweet meatballs
- Assorted sausage slices and spicy mustard
- Mini Pizzas (half all-dressed and half vegetarian)
- Mini Chicken & pineapple skewers
These are my favorite ones because they are easy recipes and so easy to manage! 😉 And lucky you! You will find all recipes here and also a lot of good tricks and tips about buffets!!
How to plan a big party…
Everything to Organize Your Party!
4- Now…How to plan and organize everything for a big party!
Obviously, having that many people at home requires some organization!
That’s why it’s so important to take the time to plan! Before doing your planning schedule and your To-Do lists, there are important things to look at and essential questions to answer.
So here are the main ones:
-Where will you host?
- Will you have enough space? Will you have to move or remove furniture?
- Do you have enough seating places?
- And how about tables?
- Do you need to borrow tables and chairs? Or maybe rent some?
-Is it a surprise party?
- If so, it’s essential to mention it in the invitation you will send
- And make sure that your guests will respect the arrival time!
-Will there be kids?
- If so, you will have to figure out a place for them…not too far so their parents can keep an eye on them, but you don’t want them to play right in the middle of the room!
Pro tip: it’s important to provide games for them, BUT you won’t have time to entertain them all evening! Their parents have to take care of them…
Here is the best way to keep kids calm for hours! 😊
-Where will you set the buffet table?
- Find an easy access spot not too far from the kitchen ( to save you steps…)
- A separate table for coffee and dessert is a good idea, too 😉
-How about the bar?
- Is there a place where you can install it? With enough room for one or two coolers…
- Again, it will be better to find a spot in the corner of the room ( but please, don’t use your kitchen countertops!! )
-Gifts and presents?
- You might also need a table for gifts and presents, or at least a spot in the corner of the room…ideally far from the little ones!!
- If you are giving a group gift, provide a secret place for guests to sign the card.
-And how about music?
- Will you have to build a playlist?
- Try to keep the sound level not too high… music is for ambiance; your guest shouldn’t have to yell all evening! 🙂
- …and maybe Granny is not too crazy about hard rock! Choose a playlist that offers variety: a mix of good old classics that everyone knows and trendy hits should be perfect
-Will you need to decorate according to a unique theme?
- Will you need flowers, balloons, or anything else?
- Is one of your friends can help you with that? We all have a talented friend or neighbor! Time to call them!! 😄
- Will you need to order or make a reservation for some pieces of your decor?
- Or will you have to build it from scratch? If so, don’t forget to add that to your task planner!
Personally, I’m a little lazy… I prefer to put my energy into other things, so I don’t decorate that much, just a few things here and there, but it’s totally up to you! Feel free to create your dream decor!! There are so much great ideas out there! Have a look here to find inspiration for your next party…
-Let’s now talk about beverages and drinks
- Will it be an open bar all evening, or will guests bring their own?
- If it’s an open bar, you don’t have to carry all kinds of liquors available on the market!!
- Beer, wine, rum, gin, and vodka will be perfect… but don’t forget spritzer, tonic water, soft drinks, and ice!!
Of course, you will have to clean the house and prepare it for your party!
I suggest that you do a big cleaning 7 to 10 days before. Simply do a quick refresh and a few touch-ups on the day before.
**Also, try to remove everything you won’t need from your kitchen countertops. The kitchen will be your ”operational base,” and you will need a workspace all evening long, so make sure you have enough room.
Same for the fridge; remove as much as possible stuff that you won’t need ( store them in a cooler until your party is done ). You will need a LOT of space in your fridge until you serve the buffet.
Finally, there are a few other little things to think about:
- Remove your precious things, especially if there are kids ( better be safe than sorry! )
- Make room for coats and boots in your entrance closet
- Keep a reserve of toilet paper and hand towels in the bathroom, where all can see it ( could be in a basket or a cute box )
- Find a place for empty bottles
How to plan a big party…
Party Planning time!
5- Now!… Planning time!
Finally!! Time to get back to our lists…
I just love lists!! As I said earlier, they are essential to keep complete control!
-Grocery list
Now that you planned your menu, it’s time to make your grocery list.
I like to separate my grocery list into categories:
- Fruits and Veggies
- Dairy and cheese
- Meat and Deli
- Dry Food
- Bread and Crackers
- Frozen Food
- -Alcohol and Beverages
Go through each and single plate and write down, by category, everything you will need, including the quantity for each item.
Pro tips: Highlight all the things that you will need a few weeks before so you can cook and bake what can be frozen.
I also suggest that you buy all the beverages, liquors, and dry food a week or two before. Not only will it spread the costs, but it will also make you save precious time for the days before D-Day!
**If you have more than one stop to do to buy everything you need, it would be much easier to have separate lists, one for each place
And don’t forget that fresh produce should be bought 2 to 3 days before D-Day to allow you time to cook and bake ahead 😉
– Tasks list:
Write down everything ( and I mean everything!) you will have to do, from cleaning the house to reserving the cake and deco, baking, moving furniture… EVERYTHING has to be on that list!!
You will use that list to build your Task Planner…My favorite part!! 😊
How to plan a big party…
Your Party Planner & Checklists
6- Your Tasks Planner
That is definitely THE most important thing to do to ensure that your party will be well organized!
Your tasks planner will pretty much look like a calendar…but with a LOT of room to write down everything!
Again, absolutely everything should be on that planner! That planner will be your best friend for the following weeks!!
*** 😊 Feel free to use mine! So perfectly Simple planner and lists just for you!!
How to plan a big party…
Learn How to Plan that Big Party!
7- Here is how I plan and organize a big party
How far in advance to plan a party? That is a good question!
My answer is the sooner the better! The more time you’ll have to plan your party, the easiest it will be!
But no worries, you can apply these tips to plan a last-minute party too. But you will have to condense tasks a little if you know what I mean ( ha! ha!)
So, to plan my parties, I always start with D-Day:
Ideally, you shouldn’t have too much here. Only very last-minute things…and all of those things should be done early. Otherwise, you won’t have time to rest and get ready before the crowd shows up. 😉 As I said earlier, it’s essential that you rest a little before your guests arrive…it’s going to be a long evening…
D-Day:
- Pick up the cake, sandwich trays, balloons, flowers, or any other thing you’ll need to pick up
- Reserve some time on your schedule to rest and get ready
- Finally, have a last look around the house to make sure you haven’t forgotten anything
Food:
- Last-minute plates to assemble or garnish
- Things that you will have to heat or cook just before serving
- Transfer wine and beer to coolers
———-
How to plan and organize a big party: Your biggest day!
The Day before:
That day is definitely your biggest day! I always prefer to do more the day before to give myself time to rest on D-Day… it always worked well for me, but it’s totally up to you…
I’m a morning person, so I personally like to do all tasks that require more concentration in the morning, and I keep the easiest ones for later during the day.
So, on the Day Before’s schedule:
- Cleaning the house: refresh and touch-ups only
- Set paper toilet and hand towels reserve
- All the cooking and baking that can’t be done earlier
- Take out of the freezer everything that needs to be thawed before cooking
- Make more ice if needed
- And as I said earlier, make sure your countertops are nice and neat, so remove everything you won’t need!!
** Don’t forget to cross items off your list as you go along!! 😉 **
———-
Two days before:
- Wash and cut all fruits and veggies
- Make more ice cubes for drinks and ice blocks for the coolers if needed
- Put wine and beer in the fridge
- Make room on your countertops
- Make room for coats and boots
- Set up the buffet table
- Set up coffee and desserts table
———-
Three days before:
- Make ice cubes for drinks and ice blocks for coolers
- Do the grocery
- Do all the other shopping you need to do
- Hideaway your precious things
- Set up extra chairs and tables ( clean them if needed )
- Move or remove furniture
Still there?… not as bad as you thought, right? Hold on, we’re almost done!! 😉
Four days before:
- Start to make ice cubes and ice blocks for coolers and drinks
- Set up the kid’s corner
- Set up the bar
- Do an inventory of beverages and alcohol, make sure the bar is well garnished and that you have enough of everything
- Finish setting your decor
- Set up the gift and presents table if needed
- Confirm cake, sandwiches, flowers, or balloons orders
- Prepare both sparkling candles and a lighter
- Prepare all serving trays, plates, and pans
———-
Five days before:
- Clean and set up the coolers
- Put a few towels on top or close to the coolers
- Wash and iron table cloth if needed
- Set up AND test the audio/video system
- Set up your decor
———-
7 to 10 days before:
- Good deep cleaning of your house
- Choose what you’ll wear; choose comfortable clothes and shoes, and make sure that everything will be ready to put on on D-Day
How to plan and organize a big party… a few weeks before
2 to 4 weeks before:
- Send out invitations
- Borrow extra chairs, tables, coolers, and/or others
- Order or reserve cake, sandwiches, flowers, balloons…
- Cook meatballs and freeze…up to you, but I suggest you do!
- Start shopping for liquors, wine, beer, other beverages, and dry food ( it will spread the costs and will save you time later )
How to plan and organize a big party…Last but most important thing!
Now that everything is well set up… all you have to do is FOLLOW YOUR PLAN!
You certainly don’t want to waste all that work!! You took time to plan for one reason: to save some time!! So, Stick. To. Your. Plan, no matter what!!
Feel free to do more work in advance but never fall behind, although it would be too hard to catch back! You have to ensure that you have enough time for the unexpected…
In short, once everything is well planned, things look much easier than expected!
Not only having lists and planners will help you, but it will definitely ensure that you keep control!
…Now that you know EVERYTHING about how to plan and organize a big party, I have no doubt that you will host your next party without any fear or stress!!
Also, want to know EVERYTHING about How to be the perfect host?? You’ll find out that small details will make YOU the perfect host!!
It’s now time to send out the invitations!!! 😉
How to plan a big party…
To Conclude
Still, wondering how to plan and organize a big party!!??
Simply follow these 7 easy steps and believe me, you will never be scared of throwing parties again!! 😊
- -The key is to have a plan
- -How to create and use your lists
- -Know how to choose your menu
- -Know how to plan and organize
- -Take the time to plan
- -Take time to make your task list
- -And time to do your Task Planner
It’s time to start hosting family and friends
The So Perfectly Simple Way!
I hope these little tips and tricks helped you and that you now see those big scary parties from a different perspective…
As always, I would love to hear from you!! 🖤 Use the comment box for any questions or comments, or even better, share your first big party hosting experience! I’m such a curious girl, I need to know! I swear, I always reply 😊 and I love comments! It makes me so happy!
Ha! Ha! And feel free to invite me! I could bring one of my Top 10 make-ahead desserts!! 😄
*If you liked this post, let your friends know! 😉 Please share it!
Talk to you soon!
Related Posts:
-Why Is Hosting So Exhausting!
-Best Party: 12 Things You Wish You Knew
-House Hosting: The 10 Commandments!
P.S I hope you enjoyed reading this guide on How To Plan a Big Party 😊
