This checklist is written on the basis that you are holding the event at your or someone else’s home (and not a venue) and have already selected your menu, placed orders for your venue/marquee, hired decorations, glasses and any other serving items required. (read more on pre planning)
2 weeks prior to your event.
- Contact hire companies if you need to adjust your quantities as a result of your RSVP’s
- Create a decorations and/or venue plan, this is if you are decorating yourself, this will enable you and your helpers to get in, set up and depart in the least amount of time. Remember that hire companies offer a setup and pack down service if at a hired venue and you have a lot of hired decorations and flowers
- Organise music for the party if you aren’t going with a DJ.
- If you aren’t using a caterer make list of food that you will need to prepare.
- Again if you are having the event at home ensure that you have enough power cords etc for all the items you wish to run.
- Prepare and print any food signs you will require.
[media-credit name="source: Style Me Pretty" align="aligncenter" width="510"][/media-credit]1 week prior
- Shop for and prepare any unperishable food that can be precooked and frozen
- Follow up guests who have not responded to the RSVP
- Decide what you are going to wear on the night, organising this now will prevent that last minute panic “because you can’t find anything to wear”
- Confirm arrival time with any hired staff such as photographer, barman and/or waiters. This tends to be ½ hour to 1 hour before the event to enable them to prepare garnishes and plate food etc.
[media-credit name="source: Style Me Pretty" align="aligncenter" width="510"][/media-credit]2 days prior
- Go shopping for the remaining perishable food and anything on your list you have forgotten.
- Depending on your contract (as it may only include the day before) pick up all hired items.
- Erect any structural items such as Marquees, speakers and lighting.
[media-credit name="source: Style Me Pretty" align="aligncenter" width="510"][/media-credit]Day before
- If you are holding the party at home, ensure that you give the area an intensive clean
- Set up event area with decorations, if you are having the event outside you will need to do this on the day of party to prevent any damage caused by overnight dampness.
- Set up your food stations and/or Mamosa Bar with your chosen platters / carafes so tomorrow all you need to do is add the food/beverages.
- Charge your camera and/or video camera
- In the evening take out any pre frozen food that you have made so it can thaw. (This is season dependant so you may find you only need to do this on the day)
- Prepare a run sheet and/or list of requirements for your barman and waiters covering when your guests arrive, bubbles full for toasting and how often you want the food passed through. Waiters are quite capable of plating your finger food onto platters, this can generally be done ½ hour before your guests arrive and throughout the evening.
[media-credit name="source: Style Me Pretty" align="aligncenter" width="510"][/media-credit]Event Day
- Pick up your fresh flowers and arrange
- Put up remaining decorations outside.
- Prepare remaining food and add food and beverages to your food stations/mamosa bar. Wait staff may be able to help you with this.
- Have fun and go and get your hair and nails done.
- Brief barman and/or waiters, discuss with photographer the best approach for the evening (you may want to organise this at week 2 if you have hired a professional photographer), they should be able to guide you regarding this.
Images sourced from Style Me Pretty – Engagement party of Laura Hooper http://www.stylemepretty.com/2011/03/15/engagement-party-for-laura-hooper/