Making a checklist sounds tedious and by impulse its easier to want to wing it or throw a party together. However, you will thank yourself for making this basic event checklist. This basic event checklist will help you think through what is needed. It helps with organization and planning ahead which in turn helps with lowering cost.
There are many aspects to consider when throwing an event. Each type of event such as a pool party or holiday party will have additional items to consider. For now lets cover the basics for most events. First and most important is coming up with a theme based on the occasion and the guest list. You will also need to worry about food, drinks, and entertainment, and everything that makes it possible like chaffing dishes, utensils, speakers, etc.
Contrary to common belief, Amazon does not always have the lowest prices, but they do offer quick shipping and a huge variety. I like to start by browsing what they offer but then I personally like to shop around and price compare for the best deals. Everything on the checklist can quickly add up so having a list also helps prioritize the needs. If you are a bargain hunter or “A penny saved is a penny earned” believer like me, then you will probably end up at 5 different stores. This basic event checklist has allowed me to identify what I need and organize it so I know what to get from each store.
Basic Event Checklist
- Theme
- Appetizers/Food
- Drinks
- Cake/Desserts
- Utensils/Plates/Napkins/Cups
- Music
- Décor
- Chaffing Dishes
- Entertainment
- Goodie Bags
Theme
The theme is at the top of the list as it will trickle down in to the rest of the list. The theme will influence the color scheme of the décor and suggest the appropriate foods/drinks and entertainment to fit the theme.
Appetizers/Food
As hosts and hostesses, we should not take for granted our guests time and efforts to attend our event. The event timing is not always convenient for everyone so trying manage the hunger level of all the guests is not easy. Depending on the time of the event and the occasion, there is a lot to think through whether light appetizers will be offered or a full on meal, or in most cases both. We suggest something simple like chips and guacamole, a charcuterie board, etc. Some guest favorites have been something simple like meatballs or sliders.
Pizza seems to be the default option at most events and to use appear cold/stale pizza offering cheese or pepperoni. Unless its a “Pizza Party” and it is part of the theme, we choose to stay away from it or offer it as a backup for picky kids.
Cake/Desserts
Cake has been the iconic centerpiece around dessert tables and is appropriate for every occasion. To accompany the cake, I find that cupcakes are really easy and offer alternative flavors for your guests. Dessert shooters seem be very popular. Its just the perfect small portion to satisfy any sweet tooth. At the top of this list is the “Strawberry Shortcake” and “Tiramisu”.
Drinks/Beverages
Dispensers are great as it will allow guests to pour how much they want to drink, but make sure they are labeled. Especially if the dispenser may contain a juice like adult beverage. To a child, they do not know or understand the difference.
Utensils/Plates/Napkins/Cups
It is difficult to know exactly how many cutlery sets or plates will be used but plan on your guests wasting it just because they can. Of course, the theme or type of event will play a big role, but also it depends on the food. If only light appetizers and finger foods, then you may not need as many forks, spoons and knives. Regardless, I would suggest being prepared in case a guest asks.
There are ways to reduce the waste, especially if its a buffet style event or a more casual event. For starters, when it comes to cutlery forks are the most popular so plan on using double the amount of forks, but for the knives do the opposite. As for cups, in a more casual setting, guests are provided a sharpie to write their names on the cups, or labels to stick on. For a more fancy occasion, if alcoholic beverages are served in stemmed glass (Champagne flutes, Margaritas or Martinis, etc.) then you can provide rings with custom charms or letters.
Music
Awkward silence can be the death of any event. A successful party has its guests entertained and cheerful. Music can be a great way to fill the silence. For events with dancing and formal functions, a DJ is must. However, for smaller events and dinner parties, a Bluetooth speaker will suffice.
Décor
Décor could be balloon garlands, centerpieces, or basic colored tablecloths. The Helium balloon trend has decreased mainly because of scarcity, but also, balloon garlands seem to be much more effective and they don’t fly away.
Chaffing Dishes
Chaffing dishes are essential to most events as guests love to eat fresh warm food. If catering, most vendors do bring their own as they don’t want the reputation of their food to be spoiled by temperature. In our case, we have a set of 4 stainless steel chaffing dishes on hand as they really are easy to put together and handy for most events. Unless you are going to serve pizza or cold sandwiches.
Entertainment
This will vary as every event will be different. Sometimes the event already centers around entertainment like a pool part or game night. Otherwise you will need to find ways to entertain your guests and accommodate different age levels. Photo booths are perfect for all ages, and all larger events, dinner parties not so much. Coloring stations is a popular option for most events and the kids love it.
Goodie Bags
Its been common for most events give out goodie bags or a token appreciation in the form of a small takeaway. Honestly, while this is something great to do, it is also a big dent to your budget. Unless the event is a wedding or a gala, this is somethin in our opinion that can be skipped. Its better to provide a great atmosphere then to send junk home for the sake of upholding an outdate tradition. If you decide to create goodie bags, the advice is to keep it age appropriate for the guests.