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 As a caterer I could not survive without my function sheet. In catering terms this means a to-do list. It is the single most important step I take when planning a party. It will include a timeline of the event as well as a timeline for all the jobs that need to be done before. It will have a menu breakdown, a rental list and everything in between. Every caterer and event planner has one and for a good reason. I think the same should apply for anyone hosting a party. It usually takes a few minutes to write one up but it can save you so much time as well as prevent disasters from happening.  My list is more extensive but the principle is the same. Writing down the details helps you get organized and you know what they say, take care of the details or the details will take care of you!

The secret to writing a party list is to start backwards. I like to start with the very end of the night. It’s the part that many people forget about so it’s a great place to begin.

Once you have come to the decision that you want to throw a party and you know roughly the amount of people, the time and what you had envisioned with your menu you should start on your list.

1. Start from the cleanup.

You will probably be tired and it the last thing you want to worry about so find away to make it easier on you. Hire a cleaner if it’s really going to be a disaster and book them in advance. You may only need them for a few hours but it can be such a relief! If you realize you need to party proof your house, write down the details for that. Make sure you have enough garbage bins , paper towels for spills, a broom handy etc. Designating a clearing room is something caterers always do. We store dirty glassware, dishes etc, anything unsightly. If you have plastic bins or milk crates they are  great place to put everything. Later all dishware can be easily transported to a washing area quickly.

2. Write out the event agenda

Try to be as specific as possible but be ready to be flexible. Again, I like to work backwards. It may look something like this:

• 12:00 am Guests leave
• 9:00 pm Dessert & Coffee
• 8:00 pm Speeches , dancing or games
• 7:00 pm Dinner
• 6:00 pm Appetizers
• 5:00 pm Hors d’ouevres & cocktails
• 4:00pm Arrival time.

3. Pre party Prep.

This section will include your shopping, cooking, decorating, picking out your own outfit, cleaning your house etc. I think by now you might have guessed it…work backwards. Include times if you can, but just the order itself will be a big help.

• 3:30 pm light candles, turn on music and pour yourself a cocktail
• 3:00 pm get yourself dressed
• 2:30 pm finish all food prep or welcome caterers and wait staff (like La Petite Chef!)
• 2:00 pm set up bar
• 1:00 pm set table and clear out coat closet
• 12:30pm decorate
• 11:00 am clean house
• Day before- purchase all food, alcohol and decor

If you follow this list you will have a smooth event. Every party is different but all of them benefit from having a plan. It really gives you an idea of what you are up against!

Once again,

Happy Hosting!