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Preparation: The key to any good party is in the preparation. Whether it
be a big extravaganza or a small get together, using this check list will
help avoid often overlooked small details that could lead to disastrous
results. A lot of this may seem like common sense, but we have found that
it doesn’t hurt to have a check list completed, if for nothing else your own
peace of mind. We have prepared a separate form called
Event Checklist
that includes all these items and can be printed off.
Party
Theme – The reason for having the party or gathering is important because it
dictates the selection of many items in the preparation process.
Party
Size – Knowing how many people will be attending is also a critical aspect
of the preparation process. The following is a list of items to consider
based upon this decision.
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Preparation – Cost, Size, Facility,
Security and Transportation |
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Budget |
The single most
important detail is how much and how do you plan to pay for the event.
It is a good idea to go through this checklist first and put a dollar
amount next to each item after which you can determine the total cost. |
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Invitations |
Who you
will invite will determine size and size is critical. Also, do you plan
to have formal invitations printed by a printer or some other means of
invitation. Remember to include an RSVP date well before the event so
that you will know the estimated attendance. |
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Location |
Based
upon the original estimated size of the party you will need to determine
where you will want to hold the party. Will it fit in your home or will
you need to rent a facility. |
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Parking |
Sometimes where you have the party is dictated by how many vehicles will
need to be accommodated. For example – your home may be large enough to
hold the event, but if guests have to park a half mile away or your
community has parking restrictions it may not be a realistic option. |
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Security |
Make sure that the
facility and parking area are secure. If it is a big enough event, you
may want to notify your local police of what you are planning to alert
them of the impact. A large party can require enlisting a private
security service. People have a much better time if they know they,
their valuables and their vehicles are secure. |
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Animals |
If you
are holding the party at your home, make sure your pets safe are
secure. Unless everyone you invite has been around your animals it is a
good idea to put them where they will not interfere with your guests or
vice versa. |
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Insurance |
Make
sure that you have insurance in the event of an unfortunate mishap. Be
prepared. |
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Hotel
Reservations
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If your
guests are from out of town you might want to provide a list of local
hotels for their accommodation. |
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Transportation
& Taxi Service |
Make
sure all of your guests can arrive and leave safely. If you serve
alcohol, make sure there is a taxi service available for guests that may
imbibe more than the law allows. |
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Valet |
An alternative to having the party
somewhere else, but parking is at a premium is to provide a Valet
Service to park and retrieve vehicles from another location. |
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Inform
the neighbors |
As a
courtesy, it is a good idea to let your neighbors know what is going on
if you have the event at your home. This goes a long way toward keep
positive neighborly relations (or may not if they think they should be
invited and aren’t.) |
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Child-proofing |
If you
are inviting children and it is your home, you will want to make sure
that the environment is suitable for children and their knack for
getting into things they shouldn’t. |
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Babysitter |
In the event that the party is not
suitable for children, arrange to have a baby sitter for yourself and
your guests. This will definitely help attendance. |
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Directions /
Maps |
A clear concise map with
directions is essential for those that are not familiar with the
location of the party. It's a good idea to send these out with the
invitation even to those you think may know where it is going to be
held. |
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The Party –
Food, Drinks and Essentials
Depending on the event, the following
is a check list of items that you will need to consider |
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Food – Your Grocery List |
□ - Appetizers
□ - Buffet
□ - Candy
□ - Cake/Desserts
□ - Caterer
□ - Favors
□ - Ice Cream
□ - Salty snacks |
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Drinks & Refreshments |
□ - Bartender
□ - Beer
□ - Coffee/Tea
□ - Liquor
□ - Ice
□ - Punch
□ - Soda Pop
□ - Wine |
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Accessories |
□ - Charcoal/fluid
□ - Linens
□ - Matches
□ - Napkins
□ - Serving stations
□ - Tableware
□ - Propane (for BBQ)
□ - Toothpicks |
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Decorations |
□ - Balloons
□ - Banner
□ - Confetti/Glitter
□ - Flowers
□ - Streamers
□ - Welcome Sign |
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Facilities & Accouterments |
□ - Ashtrays
□ - Bug Spray
□ - Candles
□ - Centerpiece
□ - Dance floor
□ - Easel
□ - First Aid Kit
□ - Gift table
□ - Lighting
□ - Message Book
□ - Restroom check
□ - Seating chart/cards
□ - Sign-In Board
□ - Traffic flow (indoors)
□ - Trash Cans |
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Entertainment |
□ - Band
□ - Caricaturist
□ - Clown/Juggler
□ - DJ
□ - Film
□ - Games
□ - Gifts
□ - Helium Tank
□ - Magician
□ - Music
□ - Photographer
□ - Prizes
□ - Sound system
□ - Video tape
□ - Video Recorder |
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Afterwards |
□ - Carpet cleaner
□ - Garbage
□ - Thank You’s |
It is our hope that you have a successful event and toward that end we offer
the following merchants that have merchandise to help you accomplish your
objective.
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Thousands of designs for all occasions! Just
choose your design, size, and text! Make a complete ensemble by adding
matching thank-you notes, response cards, placecards, return address
labels, and much more to any design!
See the three-easy steps to selecting and
customizing InFinite Designs
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Since 1926, Stumps has been America's
favorite for Prom and party supplies. From coast to coast, we've played a
pivotal role in transforming millions of special events from ordinary to
extraordinary.
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