Party Planning Guide

The better organized you are for planning a party, the more you will save yourself time and stress. You can find plenty of party checklists that give you a rundown of what you should be doing when. But before that can be useful, you first need to decide on all the details. Below is a planner that will help you do just that. It is also useful for meeting with vendors or if you decide to hire a party planner. And don’t forget that Just Ducky can be of assistance in planning your event, hiring vendors, and purchasing supplies!


For Starters:

  1. Date and time of event
  2. Number of guests
  3. Budget
  4. Level of formality (casual, semi-formal, formal)
  5. Atmosphere you want this event to have (fun, romantic, elegant, etc.)
  6. Particular theme or style


  1. Location (what town/city)?
  2. What is your ideal venue type (restaurant, hotel, campus, outdoors, other)?
  3. Will there be dancing or other activities to plan for?
  4. Is there anything to specifically look for in the venue?
  5. Is there anything you definitely do not want?


  1. Do you want to do online or mailed invitations?
  2. Do you want do-it-yourself invitations or have them professionally done?
  3. What specific items do you want to include in the invitation?


  1. What style of food would you like?
  2. What food do you not want?
  3. Sit-down dinner or Buffet?
  4. Entrée preferences (chicken, beef, pork, seafood, etc.)?
  5. Accompaniments preferences (salad, rice, cooked vegetables, pasta, etc.)?
  6. Appetizers?
  7. Dessert?Cake? A specialty cake?
  8. Alcohol served? What kind (cocktails, beer, wine, champagne)?
  9. Vegetarian or Vegan options?
  10. Are there any food allergies or other food requests to take into consideration?


  1. Band or D.J.?
  2. Do you need the band leader or D.J. to also host (make announcements, lead party activities, etc.)?
  3. What kind of music do you want?
  4. Will there be special songs or a playlist?
  5. Will you allow requests?
  6. Any other music preferences?


  1. Colors?
  2. What kind of décor would you like (flowers, balloons, candles, etc.)?
  3. To what extent (a lot of decorations, just a little)?
  4. Do you have an idea for table centerpieces?
  5. What kind of table linens do you want (cloth, paper, plastic)?
  6. What kind of tableware do you want (silverware and china, plastic and paper)?
  7. Would you like a particular kind of chair?
  8. To what extent (a lot of decorations, just a little)?
  9. Is there anything you do not want?
  10. Anything else to take into consideration?


  1. Are there specific flowers you would like?
  2. Are there specific flowers you do not like?
  3. Any allergies?
  4. Where would you like to see flowers (on each table, at buffet, etc.)?


  1. Do you want party favors or other gifts for your guests?
  2. Do you want a guest book?
  3. Are there any particular vendors you already have in mind (for flowers, music, catering, photography)?

And Finally:

  1. What are the most important things to you for making this a wonderful event?
  2. Is there anything that you absolutely do not want as part of this event?



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