The Complete Party Planning Checklist

outdoor party with large tent and lights

Planning a great party can be seriously overwhelming, with so much to consider, from picking the perfect venue to deciding on a menu. This short guide aims to break it down for you, from the first steps to the day of the party.


First Steps

  • Decide what your party budget will be and how many guests to invite. Do you want a small, intimate gathering or a huge party?
  • Decide whether you want a theme – if you can’t choose one, think of the season and the guest of honor’s interests.
  • Choose any special activities you want to do – for example, do you want to hire a DJ for dancing or play the birthday girl’s favorite game?
  • Think about renting a party tent, and enquire about sizes and prices. At Tents & Events, we have several tent sizes and types to choose from.
  • Choose what type of food you want to serve, and research caterers.

Three Weeks Ahead

  • Send out invitations to all your guests! If you need them to choose a meal, make sure you include that on the invitations.
  • Choose the size of tent you’d like, as well as any extras you need, such as tables and linens, and book it.
  • Make sure you’ve booked all your vendors, including caterers, DJ, and entertainers.
  • If you’re getting a custom cake, speak to bakeries about your needs now.
  • Start making or ordering any decorations you’ll need for your tent.

Week of The Party

  • Chase up any potential attendees who forgot to RSVP.
  • Ensure that your caterers know how many people want each meal choice and what canapes you’d like.
  • Pack up all your decorations for your tent.
  • Confirm everything with your vendors to make sure your tent, food, and entertainment are all lined up.
  • Buy any non-perishable drinks and snacks, such as chips or soda.
  • Create a fun party playlist to suit your vibe and theme.

The Day of The Party

  • Pick up the cake and any last-minute snacks you need!
  • Decorate your tent, lay your tables with any centerpieces and decorations you’ve brought, and set out a food table.
  • Put together tip envelopes for your vendors.
  • Get ready to greet your guests and enjoy your party!

Party planning can be hard, but it doesn’t have to be. Tents & Events can make hiring a party tent easy and present you with plenty of options for table settings, linens, and canopies. Reach out to us today to discuss your needs!