How to Use a Party Planning Checklist Effectively

In most parties, you can easily spot the host of the get-together by looking for the nervous wreck that's panicking over the rapidly diminishing supply of hors d'oeuvres and wine. Because you'd want to enjoy the celebration you're throwing, we recommend "disaster-proofing" your party by making good use of your party planning checklist.

Before you start creating your own party planning checklist, keep in mind that having a checklist on hand won't automatically guarantee that your party will be absolutely hitch-free. For your party planning checklist to work, the list would have to be detailed but executable. Remember that it's not really about how detailed or how long the list is, it's about what's written on the checklist and how you plan on ticking off each item on your list.

To make it easier for you to plan out a rockin' party, we're offering you some tips on how to create and effectively use a great party planning checklist.

Tip #1: Set a Budget and Work with the Fixed Costs. Unless you have funds like a Hilton, or you're loaded like royalty, chances are, your wallet has its limits. But that shouldn't stop you from throwing a good party. The key to throwing a good party that won't drain your savings account is by setting a budget.

Once you've got a set amount in your mind, put a little "padding" on the amount. For example, if you want to throw a $1,000-worth, small but fancy get-together, pad your funds up to $1,250. The $250 is there to act as "emergency funds" (for added snacks or drinks), which you may or may not use depending on how well your party goes.

Next, work on your fixed costs. Fixed costs include location fees, décor expenses, entertainment costs, et al. Work within your budget. Example? If your budget is $1,000, don't hold your celebration in a venue that would charge you $500-especially if you expect more than 10 people to show up for your party. Identify your fixed costs and adjust them according to your budget, or vice versa.

If you find out that's impossible to throw the party you want with the budget you have, come to terms with the fact that you either have to fork over more cash, or you'll have to alter the vision of the party you want to throw.

Tip #2: Don't Rely on Guesstimates-RSVP.Repondez s'il vous plait. You don't have to spell it out. But don't be afraid to include the abbreviation of this French phrase-RSVP-when you make your party invites. RSVP translates to "respond if you'd please". It's basically just you asking your guests to tell you if they're coming to your party or not, at the soonest time possible.

While one can hope that everyone would respond to your small RSVP request, expect only half of your invitees to call back. If your guests do call back, politely inquire whether or not they would be bringing guests. Doing this should give you a semi-accurate headcount. Based on the number of people who told you they'd be attending your party, add around 15 percent more. Leave room for party crashers-or guests who failed to RSVP. This should save you from losing face once the wine or food runs out an hour into your party.

Tip #3: Remember-More is MORE when it comes to your Party Snacks. The old saying: "waste not, want not" doesn't fully apply to your party planning checklist. That's because it's better to prepare a bit more food, just in case unexpected but not completely unwelcome guests stop by. For example, if you throw a party and your (uninvited) boss shows up after hearing about your celebration from the office grapevine, you can't exactly throw your boss out of the celebration, can you?

Having "extra food" on your table assures you that in case some of your guests bring along a pal or two, you will be able to accommodate your unexpected party crashers.

Of course, since you wouldn't want the food you prepared to go to waste, it's important that you pad out your guests' headcount by a realistic number instead of going overboard with the preparations. This means that if you invited 15 people to your party, you prepare food that's good for 20-25 persons instead of a feast that's fit for 50 individuals!

Tip#4: Lastly, Get Real with your Checklist by Making Sure it's Executable. The idea behind having a party planning checklist is actually ticking off items on the list. Not creating a grand list of wonderful ideas that you won't be able to carry out. That's why, this last tip is probably the most basic and yet most important pointer out of all the tips mentioned in this article.

By setting realistic goals and creating feasible plans, you make planning your party practically foolproof. You also make things a lot easier for yourself, since you wont' have to exert too much effort trying to plan a party that just won't work.

An example of a party that won't work is trying to have a 50-guest all-night raver at a one-bedroom apartment. You may have all the food to feed your guests and a superstar D.J. to set the mood, but with a location that can't accommodate your guest list, then you can expect people to start leaving after an hour or two-or immediately after one of your neighbors decide to call the cops.