Cocktail Party Checklist

Cocktail Party Checklist

Cocktail Party Checklist: Free Detailed Planning Guide

...or click here for the Dinner Party Checklist

3 Weeks Ahead

Choose a date & time

Verify date for conflicts
Call key invitees to choose best date

Choose a theme
Invite guests

Make the guest list
Gather addresses
Create an invitation

2 Weeks Ahead

Send invitations

1-2 Weeks Ahead

Send any remaining invites or additions
Map the party layout
Plan the bar setup
Start 5 shopping lists (see shopping checklists):

Decorations & Supplies
Liquor
Non-perishables & Frozen Foods
Perishables
Last minute Items

Plan decorations, then add items to the appropriate list
Incorporate birthday festivities
Order decorations from PartySwizzle.com
Plan drinks, then add items to the appropriate list

Alcohol->Liquor list
Mixers->Non-Perishables list
Garnishes->Perishables list

Plan food, then add items to the appropriate list
Determine dishes, serving trays, glassware & pitchers needed:

Bar supplies
Two hors d'oeuvre serving trays
Cocktail glasses
Bowls or dishes for garnishes, nuts, toothpicks (fresh & used), dipping sauce, shrimp tails, etc.
Pitchers for:

Specialty drink
Juices & mixers
Water
Liquid waste at the bar

Label dishes and pitchers to avoid confusion later
Check indoor & outdoor lighting and walkways for needed repairs
Determine any household and home improvement supplies
Buy Decorations & Supplies
Reserve any needed rental supplies
Hire bartender, if applicable
Install dimmer (rheostat) switches

1 Week Ahead

Launder tablecloths, towels, rugs
Check weather & plan outfit
Drop-off dry cleaning
Create party playlist
Buy Non-perishables
Buy Liquor
Order flowers, if applicable
Call all invitees that have not viewed the invitation
Polish any silver you will be using

3-4 Days Ahead

Light house cleaning
Thorough bathroom cleaning
Clean fireplace, if needed
Pick up dry cleaning
Arrange for a few close friends to “help” and get to the party 15 minutes early

2-3 Days Ahead

Prepare anything you can freeze for your hors d'oeuvres (this may require an extra trip to the grocery to buy some perishables on your list)
Clean/mow/trim/shovel outside areas including front walk, door mat, front door, and smoking area

2 Days Ahead

Clean out your refrigerator, you will need the space
Upload/clear out pictures in camera
Peel doilies for serving trays
Call any important invitees that have not RSVP’d
Arrange furniture, stereo and lighting
Start placing decorations
Clear area for coats, put out umbrella stand
Confirm bartender & rentals

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 & fillings
Prepare anything that is served chilled
Prepare Jell-o shooters, store on baking sheets in refrigerator
Prepare anything that needs to marinate overnight
Setup the bar including alcohol, unopened mixers and pitchers
Finish placing decorations
Setup smoking area
Charge camera battery
Make simple syrup, if needed
Mix specialty drink
Listen through playlist to see if any adjustments are necessary
Set fireplace, if using
Cash and cab numbers on hand
Remove any “interesting” prescriptions from the medicine cabinet
Stock extra roll of toilet paper in bathrooms

Day Of Party

Buy Last-minute Items, including ice, 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
Take out butter & items for softening
Prepare spreads
Cut vegetables
Assemble hors de oeuvres that won’t get soggy
Crisp Bouchees

Afternoon:

Put out any signage
Last minute tidying and spot-check decorations
Empty trash cans, especially bathrooms
Assemble hors d'oeuvres, store on baking sheets in refrigerator

Run dishwasher
Set outdoor decorations & lighting

3 Hours Before:

Buy last-minute items and ice. Store ice in freezer and ice chests.
Empty dishwasher and set out bus trays for dirty glasses and trash
Put away any valuables

2 Hours Before:

Adjust thermostat. Cooking, guests, candles & stereo will generate extra heat.
Get yourself ready
Don’t forget your camera

1 Hour Before:

Take out any hors d'oeuvres to be served room temperature

30 Minutes Before:

Turn music shuffle off and crossfading on. Start the pre-party playlist (30 minutes of songs before the party playlist). See Making Music.
Arrange first hors d'oeuvres on trays
Turn on and adjust outdoor lighting
Light fireplace, if using
Have your key friends, which you invited to come early, mix you a cocktail

15 Minutes Before:

Light all 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

Have fun!

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