Cocktail Party Checklist: Free Detailed Planning Guide

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

Send invitations

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

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

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 

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

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

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

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   

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

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

Get yourself ready

Get yourself ready

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

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 

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