party planning worksheet by bes0Ttrq


									This worksheet will get us started on your event. Just fill in what you can, save it, and then
email as an attachment to The last page contains some basic
planning guidelines.

                                         PARTY PLANNING WORKSHEET

Basics -
Company name:

Contact name:







Number of guests:

Type of event:
                    (team building, winter party, summer picnic, award dinner/ceremony, sales meeting etc.)

                    (employees, clients, families - adults, kids - etc.)


Details (check all that apply) -
   Formal                                               Served dinner

   Business attire                                      Buffet dinner

   Casual                                               Reception w/heavy hors d'oeuvres

   Costumed event                                       Reception w/light hors d'oeuvres

   Other:                                               Desserts only

   Open hosted bar            Limited w/drink tickets      Cash bar; hosted non-alcoholic bevs

                  Beer & wine only

                  Full well bar

                  Full premium bar

                  Champagne toast

   Speeches by exec staff or other

   Video presentations

   Entertainment (other than music or casino)

   Band            DJ              CD compilation - mp3 player



   Raffle and prizes

   Party games

   Printed invitations        Electronic invitations


Basic Planning Guidelines -

Three - Six months before
    determine the purpose of the event, decide on a theme and title
    choose a tentative date
    check availability of event venues (consider restrictions – no smoking, seating capacity, parking,
       extra costs involved with early morning or late night load-in/load-out, etc.)
      investigate and secure special permits or licenses if needed
      identify the intended audience
      decide on performers, DJs, speakers
      establish initial budget
      determine vendor payment process - start any internal accounts payable procedures
      outsource an event coordinator or set up an event committee
          o delegate tasks (publicity, logistics, food, entertainment, decorations, regestration, etc.)

Eight weeks before
    finalize the date, time and location of event
    secure space with signed contract and deposit (this should be done earlier if the event date falls
       during a highly desirable time)
      process special facility requests (insurance documentation needs, etc.)
      send out a "save the date" email or card
      reserve rental equipment (dinner & drinkware, tables, chairs, linens, props, etc.)

Six weeks before
    contract entertainment
    meet with catering for food and beverages
    do a final walk-thru at the event facility
    reserve audio/visual equipment
    order prizes and souvenirs
    reserve security
    arrange for transportation
    arrange for visitor parking or valet
    work on signage messaging and design
    determine registration needs

Five weeks before
    confirm contract requirements and fulfillment of contract riders
    perform a budget/cost alignment check
    send formal invite via email, us post office, or inter-office mail
    begin working on decorations (ordering flowers, banners, balloons, centerpieces, etc. )
Three weeks before
    modify and secure rental equipment based on RSVPs
    gather volunteers or outsource for registration needs
    send out invite reminder
    final count to caterer/event facility
    create preliminary seating arrangements and table layout

One week before
   have vendor checks cut
   print name tags and other event materials
   create seating arrangements if necessary
   follow up contact with all vendors (confirm delivery times, set up, requirements, duties, etc.)
   tie up loose ends

Day before and/or day of
   monitor facility set-up
   decorate
   set-up registration
   display signage
   sound and light check

Week after
   send thank you notes
   reconcile all invoices
   send out evaluation survey to attendees
   meet with the event planning committee to evaluate the event

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