12+ Months
- Begin envisioning your party -- formal hotel or country club? Casual at-home get-together?
- Decide on a budget. Party Pointer: For a quick and easy way to determine a budget.
- Pick your preferences for a party date and time, and finalize after okaying with important guests and location.
- Begin interviewing party planners (if you'll have one) and/or start asking family and friends for local party vendor recommendations.
10 to 12 Months
- Start interviewing caterers.
- Scout out party sites.
- Book your party site as soon as you see something you love that's available on your date.
- Get organized! Start a notebook/file folder to house all your party-planning paperwork in one place.
- Begin working on a preliminary party guest list and decide on your Party's approximate size.
- Hire a party planner (if you're having one) and sign a contract.
- Choose a color scheme or your party's style, if you so desire, taking into account the decor of the rooms/areas you have reserved for your celebration.
- Decide on a caterer. Hash out a rough price per head and begin working on a menu.
- Finalize the guest list.
- Sign your caterer contract and send in a deposit.
- Start auditioning party bands or DJs.
- Set up appointments with various florists to discuss options.
- Interview and get price lists from several photographers and videographers.
- Book reception band or DJ, sign the contract, and send a deposit.
6 to 8 Months- Begin looking for a baker to make your party cake. Your caterer is the best source for leads.
- Reserve photographer and/or videographer, decide on a package, sign contract, and send deposit.
- Choose your florist and send a deposit to reserve their services.
- If you are ordering a dress (especially one that'll require tailoring), start shopping now. Order as much in advance as possible to leave time for last-minute alterations.
- Book a baker, choose your party cake design, and send a deposit.
- Finalize menu and service details with caterer.
- Order your party invitations and announcements (don't forget plenty of extra envelopes).
4 to 6 Months
- Decide on a floral scheme, choose flowers, and negotiate prices with florist. Be sure to sign a contract outlining what you agreed upon.
- Start thinking about ways to decorate, if you haven't already.
- Reserve tables, chairs, and/or other rental equipment you'll need (unless caterer or site is taking care of it).
3 Months Before
- Make or buy favors. Allow extra time for custom-made favors (i.e., chocolates in a preprinted box).
- Pick up your invitations.
- Start addressing invitations or drop them off with the calligrapher (you'll need to send them out at the two-month mark).
- Send out invitations (be sure to add extra postage for overseas guests).
2 Months Before
- Arrange parking for the party, if needed.
- Order liquor, wine and/or champagne if they're not included in the catering contract.
- Arrange for a special entertainment, like dancers, for the party, if necessary.
1 Month Before
- Work on a list of "must-play" (and "must-not play") songs for your DJ or band.
- If you've ordered a dress, pick it up from the store and have your final fittings done.
- Get a head start on those thank-you notes (it will feel great to get a batch out before the party).
2 Weeks Before
- Give final head count to the caterer. Confirm set-up instructions and menu items.
- Call location manager and make sure your vendors all have access to the site when they need it.
- Confirm head count, delivery time, and location with the baker.
- Call guests who haven't RSVP'd for the party. It's okay to do this, you need a final head count!
- Start putting together the seating plan if you're having a seated meal.
- Finalize seating chart. Buy materials for and make place cards (give typed names to the calligrapher if you're using one).
- Confirm delivery locations, times, and final arrangement count with florist.
- Prepare your toasts or thanks to friends and family.
- Give seating chart to caterer, location manager, or host.
- Confirm all final payment amounts with your vendors.
- Confirm location, date, and time with videographer.
- Confirm location, date, and time with photographer; create your "must-take" photo list.
The Day Before
- Get some much-needed sleep -- if you can!
- Drop off favors at the party site.
The Day of
- Confirm with people who you expect to give/lead toasts at the party.
- Relax, smile, and enjoy the day!
After the Party
- Upload your digital photographs onto a photo-sharing website. These will probably be the first photos available since professional proofs can take weeks.
- Make sure all vendor bills have been paid in full.
- Find out when you can expect your edited party video (if you used a videographer).
- Within two months of your party, set aside some evenings to write that stack of thank-you notes.