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!