Party swizzle

Cocktail Party Checklist: Free Detailed Planning Guide

cocktail party

• 3 Weeks Ahead

• Choose a date & time: Verify date for conflicts, Call key invitees to choose best date 

• Choose a theme 

• Invite guests: Make the guest list, Gather addressss, Create an invitation

• 2 Weeks Ahead

• Send invitations

• 1-2 Weeks Ahead

• Send any remaining invites or additions 

• Map the party layout

• Plan the bar setup

• Start 5 shopping lists (see shopping checklists): Decorations & Supplies,  Liquor Non-perishables & Frozen, Foods Perishables, Last minute Items

•  Plan decorations, then add items to the appropriate list

• Incorporate birthday festivities 

• Order decorations from PartySwizzle.com

• Plan drinks, then add items to the appropriate list : Alcohol->Liquor list, Mixers->Non-Perishables list, Garnishes->Perishables list

• Plan food, then add items to the appropriate list 

• Determine dishes, serving trays, glassware & pitchers needed: Bar supplies, Two hors d\'oeuvre serving trays, Cocktail glasses, Bowls or dishes for garnishes, nuts, toothpicks (fresh & used), dipping sauce, shrimp tails, etc.

• Pitchers for: Specialty drink Juices & mixers Water Liquid waste at the bar

• Label dishes and pitchers to avoid confusion later

• Check indoor & outdoor lighting and walkways for needed repairs 

• Determine any household and home improvement supplies 

• Buy Decorations & Supplies

• Reserve any needed rental supplies

• Hire bartender, if applicable

• Install dimmer (rheostat) switches

• 1 Week Ahead

• Launder tablecloths, towels, rugs

• Check weather & plan outfit

• Drop-off dry cleaning

•  Create party playlist in iPod or make CDs

• Buy Non-perishables

• Buy Liquor

• Order flowers, if applicable

• Call all invitees that have not viewed the invitation

• Polish any silver you will be using

• 3-4 Days Ahead

• Light house cleaning

• Thorough bathroom cleaning

• Clean fireplace, if needed

• Pick up dry cleaning 

• Arrange for a few close friends to “help” and get to the party 15 minutes early 

• 2-3 Days Ahead

• Prepare anything you can freeze for your hors d\'oeuvres (this may require an extra trip to the grocery to buy some perishables on your list)

• Clean/mow/trim/shovel outside areas including front walk, door mat, front door, and smoking area

• 2 Days Ahead

• Clean out your refrigerator, you will need the space

• Upload/clear out pictures in camera 

• Peel doilies for serving trays

• Call any important invitees that have not RSVP’d

• Arrange furniture, stereo and lighting 

• Start placing decorations

• Clear area for coats, put out umbrella stand

• Confirm bartender & rentals

• 1 Day Ahead

• Defrost frozen foods

• Buy Perishables

• Pick up rentals

• Pick up flowers

• Prepare sauces & fillings

• Prepare anything that is served chilled 

• Prepare Jell-o shooters, store on baking sheets in refrigerator

• Prepare anything that needs to marinate overnight 

• Setup the bar including alcohol, unopened mixers and pitchers 

• Finish placing decorations

• Setup smoking area

• Charge camera battery

• Make simple syrup, if needed

• Mix specialty drink

•  Listen through playlist to see if any adjustments are necessary 

• Set fireplace, if using

• Cash and cab numbers on hand 

• Remove any “interesting” prescriptions from the medicine cabinet 

• Stock extra roll of toilet paper in bathrooms

• Day Of Party

• Morning: Prepare garnishes, cover with a wet paper towel

• Prep as much of the food as possible : Herb garnishes, Drain ingredients, Pre-cook any food possible, Take out butter & items for softening, Prepare spreads, Cut vegetables Assemble hors de oeuvres that won’t get soggy, Crisp Bouchees

• Afternoon: Put out any signage, Last minute tidying and spot-check decorations, Empty trash cans, especially bathrooms, Assemble hors d\'oeuvres, store on baking sheets in refrigerator

• Run dishwasher 

• Set outdoor decorations & lighting   

• 3 Hours Before:

• Buy last-minute items and ice. Store ice in freezer and ice chests. 

• Empty dishwasher and set out bus trays for dirty glasses and trash

• Put away any valuables

• 2 Hours Before:    

• Adjust thermostat. Cooking, guests, candles & stereo will generate extra heat.

• Get yourself ready

• Get yourself ready

• 1 Hour Before:

• Take out any hors d\'oeuvres to be served room temperature 

• 30 Minutes Before:

• Turn music shuffle off and crossfading on (for iPods). Start the pre-party playlist (30 minutes of songs before the party playlist). See Making Music.

• Arrange first hors d\'oeuvres on trays

• Turn on and adjust outdoor lighting 

• Light fireplace, if using 

• Have your key friends, which you invited to come early, mix you a cocktail 

• 15 Minutes Before:

• Light all candles, then adjust dimmers

• Fill the ice bucket

• Take any chilled mixers and garnishes to the bar, fill pitchers

• Remember: never put ice in juice and specialty drink pitchers

• Pre-heat oven, if needed

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