Feel free to print this page and use at  your convenience!
To Make Your Life Easier

Here is a checklist for this, and a checklist for that. Print it out. Use it to keep your ducks in a row. Or use it to keep you sane.

THE ROOM
___Party Planner, Consultant or Meeting Planner
___Location
___Caterer
___Liquor
___Bartenders
___Linens ___Cloths (to floor?) ___Napkins, Colors
___Menu Planning ___Cake
___Votives, Votive Candles
___Napkin Rings
___Table Candy
___Table Games
___Bar Candy
___Glitter or Confetti
___Bathroom Florals ___Other Locations (list)


INVITATIONS/RSVP/Other Printed Items
___Invitation to Ceremony, Party, Benefit or Main Event
___Invitation to Reception (if applicable)
___Response Card ___Response Envelope
___Bus Card ___Kids Only ___Out of Town Guests
___Donation Card
___Directional Card
___Other... ___Luncheon ___Brunch or _________________________
___Calligraphy ___Invitations ___Seating Cards
___Cocktail Napkins ___Matches
___Programs ___Agenda ___Newsletter


Give-Aways/PRIZES
___T-shirts
___Caps
___Socks
___Glow __Necklace __Earrings __Glasses
___Tricks
___Theme Oriented Items
___Premiums (Items with company logo for corporate event)


OTHER
___Photographer ___Videographer
___Candles (candlelighting, other)
___Dress Determination
___Casual __Dressy Casual __Dressy __Optional BT __BT
___Gift Table ___Information Table


OUT OF TOWN GUESTS
___Hotel Reservations
___Weekend-at-a-Glance or Itinerary
___Maps (to/from airport; other locations)
___Welcome Gifts, Totes, Baskets
___Transportation
___2nd Mailing to Out-Of-Town Guests ___Calligraphy
___Event Tickets
___Zoo Tickets
___Other______________________


DECORATIONS
___Sign-in Board
___Message Book
___Centerpieces
___Welcome Sign
___Entrance Piece At Door
___Balloon Bouquets
___Buffets-- Decor
___Buffets-- Signage
___Ceiling Treatment(s)
___Outside Lobby Area
___Sign Over Seating Cards
___Directional Signage
___Easels
___Other...Theme Oriented
___Company Display (if applicable)


ENTERTAINMENT
___DJ
___Music During Cocktails
___Caricaturist
___Magician
___Balloon Magic
___Clowns ___Jugglers ___Mimes Other_________________
___Palm Readers, etc.
___Handwriting Analysis
___Photo favors
___Tattoos
___Special Presentation: Who to emcee? Who to present?
___Roasts ___Toasts___ ___Audio/Visual Needs?
___Other...Theme Oriented

 

 

Print this form to send an order to your calligrapher, or just to make a list to ensure no one is forgotten.


Preparing your guest list!

You can make an "A" list and a "B" list, but be prepared. People do compare notes about when they received their invitation.
Invitations should go out six-to-eight weeks before your event; eight weeks to out-of-town guests for sure. Make it eight-to-ten weeks when its a holiday weekend like Labor Day, Memorial Day or Thanksgiving!
You can mail a save-the-date card, especially if your event is corporate or non-profit. For private parties, your guests tend to think a save-the-date is a bit, well, pushy...but do what you think is right.


Calligrapher Information:

Name______________________________________________________

Communications (phone/fax/e-mail):

Home ( )__________________ Office( )________________

Cellular ( )______________ Pager ( )________________

Home Fax ( )______________ Office Fax ( )___________

E-mail ___________________


Invitations
Number of outside envelopes available: ______

Addressing inside envelopes? _______Y _______N
If yes, number available: _____

Number of invitations to be addressed: ______
Date needed: __________________

Color ink requested: ________________________


Seating Cards ______Y ______N

Number of seating cards available: _________
Number of seating cards to be written: _____
Color ink requested: _______________________
Other:______________________________________
____________________________________________
____________________________________________
Use ___fancy calligraphy ___standard calligraphy
___handwriting style

Copy this templete, fill in information and send
a copy to calligrapher.


The ___________________________ List Due:_________

Page ___ of ___




___Mr. & Mrs. ___Dr. & Mrs. ___The Doctors So and So
___Miss ___Mrs. ___Ms.
___Mr. ___& guest ___& family

Name(s)___________________________________________________

Address___________________________________________________

City___________________________State__________Zip_________


___Mr. & Mrs. ___Dr. & Mrs. ___The Doctors So and So
___Miss ___Mrs. ___Ms.
___Mr. ___& guest ___& family

Name(s)___________________________________________________

Address___________________________________________________

City___________________________State__________Zip_________


___Mr. & Mrs. ___Dr. & Mrs. ___The Doctors So and So
___Miss ___Mrs. ___Ms.
___Mr. ___& guest ___& family

Name(s)___________________________________________________

Address___________________________________________________

City___________________________State__________Zip_________



___Mr. & Mrs. ___Dr. & Mrs. ___The Doctors So and So
___Miss ___Mrs. ___Ms.
___Mr. ___& guest ___& family

Name(s)___________________________________________________

Address___________________________________________________

City___________________________State__________Zip_________

 

Seating...where do you start??!

It can be a problem. Stay cool and stay organized.

Here is a trusty guide to help with your seating.
Now remember to consider the size of the tables:

36" table seats 4 or less
48" table seats 6-8 (6 comfortably)
60" table seats 8-10 (8 very comfortably, but most people do put 10 at these; fewer centerpieces after all!)
72" table seats 10-12 (10 very comfortably)

The next question is...what's considered a good table location? Forget it. Don't make yourself crazy. There is no way you'll keep everyone happy.
Some people think sitting close to the DJ is the worst! Others think sitting close to the DJ means you have the best seats in the house. So why worry?

One other thing, if you are assigning table numbers, you must get this information to your calligrapher (if he/she is doing the seating cards) in plenty of time. (Ask what the lead time is). As well, remember...there will always be changes. Again, ask your calligrapher how they want to handle the last minute drop-outs and drop-ins.

 

 

 

Some office party suggestions:

 

The infamous office party is often viewed with impending doom. It's reputation often precedes itself and has resulted in the end of many a career. How can the trappings of the evil office party be avoided? Here are some party planning and etiquette tips that hopefully will help you survive.


* Set a date and time for the office party that is convenient for all involved. Try not to make it on a date when there is other important business commitments.

* Select an alternative location for the party if it is decided not to have the party at the office.

* Determine how the office party will be financed and/or sponsored.

* Choose a party theme. This can be helpful in deciding food choices and atmosphere.

* Send out a memo at least three weeks in advance. If the party is being held away from the office, send out invitations at least three   weeks in advance. Make sure a RSVP date is included on the invitation.

* Plan some activities for the party (e.g. games, entertainment, gift giving, etc.).

* Have breakfast or lunch instead of an evening office party. This can allow employees to include their families in the festivities.

* Have a brunch in a restaurant instead of an on-premise office party. Allow for dancing following the meal.

* Have the employees to donate gifts to a charitable organization and collect these at the party instead of exchanging gifts.

* Try an indoor carnival with proceeds going to a charity.

* Plan a volunteer activity with a local charity.

* Have employees display their talent through funny skits and/or musical selections.

* Have the employees decide whether or not they want to have a party or donate the money that would be used for the party to a charitable organization instead.

* If there is an evening party planned and alcohol is served, make sure that arrangements are made for taxis to take people home or arrange a designated driver system.

* Make sure there is enough help for the party. If catered, determine what assistance will be needed.

* Make sure there are plenty of alternative, non-alcoholic beverages available.

* Because remembering guests and spouses names is difficult, festive nametags should be provided to help reduce the faux pas of forgetting names.

* If the party is being held in a non-smoking building, make sure to make accommodations for smokers.

* Consider making two punch bowls, one with alcohol and one without alcohol. Keep the non-alcohol bowl constantly full.

* Have a potluck party making a sign-up list of what is needed to prevent duplications.

Above all else, HAVE FUN!