DIY Party Planning Checklist

Planning a party can feel like a lot of weight is on your shoulders. The work involved… the guestlist… then actually throwing the event… It can all feel overwhelming. But with a proper plan in place, everything can go as smoothly as possible. No stress necessary!

So, let’s focus on having fun with the planning part and the actual fiesta itself. It all starts with thinking ahead. If you’re party is in a few months, we’ve got you covered. Here’s your ultimate DIY party planning checklist.

Two to Three Months Before

It’s okay if you have slightly less time; this just means you’ll have to move through everything a bit faster. If you have a couple of months beforehand, here’s what you should do:

Choose Your Theme

Is it a birthday party? Halloween? Christmas celebration? If it’s just a party for the sake of a party, you should still consider a theme, such as high tea or even fun in the sun for summer BBQs.

Set a Budget

How much are you willing to spend? This is where you want to set it and not forget it. This budget will determine what you can and can’t do for the party, including food or fun extras.

Select Your Venue

…Or book your venue if that’s the plan! 

Ask around. Google search your area; find a place that suits your needs (and your theme!). 

Find Entertainment

If it’s a kid’s birthday party, this is where you’ll want to be booking those princesses, magicians, or clowns. For other parties, you’ll want to look into DJs, bands, DIY candy, ice cream, or pizza stands, theme photo booths, games, and more.

Create Your Guest List

How many people are you inviting? List them out! You’ll need this for the next step of creating invites.

Order Decor Supplies (If Necessary)

Sometimes, it can take a while for these orders to come in, and that can be super stressful. So, save yourself some angst and order these now.

One Month Before

The party is a month (or maybe even just a few weeks away!). So, here’s what you should be doing:

Send Out Invites

One month in advance gives your guests plenty of time to plan and RSVP to your invite. If you want to opt for a less expensive option, consider online invites; often, all you need is each guest’s email.

Order Food & Beverages

For non-perishable items or catered items (including cakes), a month before helps these other businesses prepare everything in advance and make sure you have all the food you need for your big event. For example, some of the busiest bakeries may require an order a week or two in advance (at least), so get ahead of the game and do it now.

If you plan on hiring a private chef, then now is also a good time to do so.

Plan Activities

What will keep everyone busy? Maybe you had games in mind; if this is the case, have some that kind of take place in the background and others that may have set times. Consider when certain entertainers you hire may arrive and how long their acts may last as well.

Ask for Help

This may mean hiring serving staff. Or perhaps it involves enlisting a group of friends or your family to ensure everything goes well. Certain people can also be in charge of certain items, such as decorating or getting the cake.

Plan Party Favors

Brainstorm ideas and start gathering the items needed to create these favors. Small gift bags can be perfect for placing any favors, such as cookies or other items, in.

One Week Before

That date is almost here! Luckily, there’s not as much to do here. Make sure your orders are all on track. You’ll also want to follow up with your guests; who hasn’t RSVP’d? Who has? 

The Day Before

Tomorrow is the big event; so, what should you check off your list?

Go Grocery Shopping

If you need to get fresh meat or veggies for the BBQ, now is the time. Make a list and get it done.

Pick Up Any Baked Goods or Food Orders

Pick up baked goods, cake, or other items you’ve ordered. Make room in your fridge, too, to ensure everything remains fresh.

Prepare Tips for Entertainment or Staff

Is there anything useful they should know? For instance, maybe there’s a happy birthday song and a cake at a certain time; let the catering and serving staff know. Or perhaps there’s a surprise you’re planning for someone special. Make sure whoever needs to know, knows!

Decorate Your Event Space

The night before, get the main decorations up and done. Finishing touches, like prepared centerpieces, can wait to be laid out the morning of.

The Day Of: Getting Your Party Started!

It’s time to throw an event everyone will remember!

Buy Ice

This can be done in the morning. For those who are a bit more anxious, you can also do this the night before. Just make sure you have room in your freezer!

Set Up Centerpieces or Last Pieces of Decor

Add the finishing touches to your space, getting ready to invite everyone in!

Clean Up

After the party, ensure a thorough clean-up, especially if you rented a venue. 

And Don’t Forget To Celebrate Your Success!

After all your careful planning and preparation, the moment finally arrives—your party is happening! As you watch your guests enjoy themselves, take a moment to appreciate all your hard work. 

And keep in mind that even with the best planning, unexpected moments may arise. The true mark of a great host isn’t perfection but flexibility and a warm smile. Your guests will remember the atmosphere you created and how welcome they felt, not whether every detail went exactly according to plan.

Once the festivities end and the last guest departs, give yourself permission to relax before tackling the clean-up. Better yet, if you follow our advice about enlisting help, you’ll have assistance for this final stage, too.

Lastly, don't forget to make notes about what worked well and what you might change next time—your future party-planning self will thank you! Either way, with this checklist in hand, you’re now equipped to create memorable gatherings that both you and your guests can truly enjoy. Happy planning!