Dinner Party Checklist: Free Detailed Planning Guide

...or click here for the Cocktail Party Checklist

2-3 Weeks Ahead

• Choose a date & time
• Verify date for conflicts
• Choose a theme
• Invite guests
• Send written follow-up to phone invitation
• Note special purpose, e.g. Birthday
• Include any driving & parking instructions
• Include a dress code, if desired
• Indicate adults only
• Plan the party flow: Cocktail Hour, Dinner, After-Dinner
• Start 5 shopping lists (see Dinner Shopping Lists)
• Decorations & Supplies
• Liquor
• Non-perishables & Frozen Foods
• Perishables
• Last minute Items
• Plan decorations and add items to the appropriate list
• Order decorations from PartySwizzle.com
• Plan menu & hors d’oeuvres and add items to the appropriate list
• Make a separate shopping trip for any recipes you need to test ahead of time
  
• Order any specialty foods
• Plan drinks and wine, then add items to the appropriate list:
• Alcohol->Liquor list
• Wine->Liquor list
• Mixers->Non-Perishables list
• Garnishes->Perishables list
• Take stock of the following items and add them to the appropriate list, if needed:
• Cooking equipment needed
• Serving
• Trays
• Dishes
• Utensils
• Glassware
• Place settings:  dishes & utensils
  
• Tablecloths and napkins
• Large water pitcher
• At the bar:
• Bar supplies
• Pitchers:
• Specialty drink
• Juices & mixers
• Liquid waste at the bar
• Fire extinguisher
• Begin stockpiling ice in large bags
• Label serving dishes and pitchers to avoid confusion later
• Determine any household, cleaning, and home improvement supplies
• Check indoor & outdoor lighting and walkways for needed repairs
• Buy Decorations & Supplies
• Reserve any needed rental supplies
• Install dimmer (rheostat) switches
• Polish any silver you will be using

1 Week Ahead

• Review/Revise your menu and adjust shopping lists
• If grilling, check propane, charcoal, and/or lighter fluid   
• Launder tablecloths, napkins, towels, rugs
• Iron tablecloths and napkins
• Check weather & plan outfit
• Drop-off dry cleaning
• Create music playlist
• Buy Non-perishables
• Buy Liquor and wine
  
• Order flowers, if applicable
• Thorough house cleaning

3-4 Days Ahead

• Clean fireplace, if needed
• Pick up dry cleaning
• Prepare anything you can freeze (this may require an extra trip to the grocery to buy some perishables on your list)

2-3 Days Ahead

• Clean/mow/trim/shovel outside areas including front walk, mat, and door

2 Days Ahead

• Clean out your refrigerator and eliminate all odors
• Upload/clear out pictures in camera
• Arrange furniture, stereo and lighting
• Start placing decorations
• Fill salt & pepper shakers
• Make seating chart
  
• Clear area for coats, put out umbrella stand
• Confirm rentals
• Make sure place settings and serving dishes are clean
• Touch up cleaning of house and bathrooms

1 Day Ahead

Throughout the day, add any forgotten items to your Last-minute Items list.

• Defrost frozen foods
• Buy Perishables
• Pick up rentals
• Pick up flowers
• Prepare sauces, soups, & fillings
• Prepare anything that is served chilled
• Prepare anything that needs to marinate overnight
• Chop, peel, and prepare any fruits & vegetables that you can
• Setup the bar including alcohol, unopened mixers and pitchers
• Set the table, including aperitif glasses
• Set coffee/after-dinner area
• Finish setting decorations
• Charge camera battery
• Mix specialty drink, if applicable
• Set fireplace, if using
• Remove any “interesting” prescriptions from the medicine cabinet
• Stock extra roll of toilet paper in bathrooms
• Make a written timeline of all last-minute cooking and serving tasks.  This is everything to be done to coordinate cooking and serving the meal.  For example, when and what temperature to pre-heat the oven, when to start cooking each item, as well as, which garnish to use on the plate and/or dish.

Day Of Party

Buy Last-minute Items when you need something on the list, otherwise wait until 3 hours before.

Morning:

• Prepare garnishes, cover with a wet paper towel
• Prep as much of the food as possible
• Herb garnishes
• Drain ingredients
• Pre-cook any food possible
• Soften butter & items for cooking
• Prepare spreads
• Cut vegetables

Afternoon:

• Put out any signage
• Last minute tidying and spot-check decorations
• Empty trash cans, especially bathrooms
• Assemble hors d'oeuvre, store on baking sheet in refrigerator
• Run dishwasher
• Set outdoor decorations & lighting   

3 Hours Before:

• Buy last-minute items, if any. Make sure you have stockpiled enough ice.
• Empty dishwasher and set out bus trays for dirty glasses and trash
• Setup kitchen equipment for cooking and pre-labeled dishes for serving
• Set coffee maker to start right before dessert course
• Put away any valuables

2 Hours Before:   

• Get yourself ready
• Don’t forget your camera

1 Hour Before:

• Adjust thermostat. Cooking, guests, candles & stereo will generate extra heat.
• Fill water pitcher
• Take out anything to be served at room temperature.
• Put butter for bread on the table.
• Have ingredients ready to cook.  Your written timeline should include all cooking and serving steps from this point forward.  Use timers.

30 Minutes Before:

• Turn on music
• Heat water, if cooking pasta later.
• Arrange hors d'oeuvres on trays
• Turn on and adjust outdoor lighting
• Light fireplace, if using
• Fill water glasses half-full and refill pitcher with lots of ice, then water
• If serving aperitif at room temperature, fill glasses
• Open and decant wine
• Close off doors and turn off lights in dining room
• Mix a cocktail

15 Minutes Before:

• Light cocktail hour candles, then adjust dimmers
• Fill the ice bucket
• Take any chilled mixers and garnishes to the bar, fill pitchers
• Remember:  never put ice in juice and specialty drink pitchers
• Pre-heat oven, if needed

During the Party:

• Follow your written timeline for cooking and serving
• 30 minutes into the cocktail hour serve hors d’oeuvre
• Prior to seating: 
• If serving aperitif chilled, mix and fill glasses
• Fill water glasses and refill pitcher
• Light dinner table candles
• Adjust lighting
• Announce dinner
• Have fun!