Planning Questions

  • Number of Guests?  How many kids?
  • Type of Venue
  • Inside or Outside?
  • Menu: What does it consist of? Buffet, seated dinner, BBQ, hors d’oeuvres only cocktail party or hors d’oeuvres before dinner, etc. 
  • Catered, home-cooked, or bring a dish?
  • Will food or appetizers need heating?
  • Serving Dessert, Coffee, Tea?
  • Guests arrival time:
  • Wait staff arrival time:
  • Bar: Self serve or need bartender? Need help setting up the bar?
  • Rain date or will it be a Rain-or-Shine Party w/tent set up?
  • Using paper, china, etc.
  • Will staff be setting up tables, linens, centerpieces/candles?
  • Seating assigned with place cards? (formal dinner party)
  • Using fans/torches/citronella candles?
  • Where to set up buffet/dessert table, bar?
  • Dishes go in dishwasher?
  • Will there be grilling? Make sure propane tank is fully charged and operable.
  • Think about music set up.
  • Pool Parties Idea: Have suntan lotion and bug spray in a small bucket near the outside door for guests. Also, have an area for towels near the doorway.
  • Make sure there is enough toilet paper and hand towels in the bathrooms.

 

Bar Questions

  • Full service with bartender or self serve?
  • Types of drinks:
  • Amount of Ice:
  • Using Regular Wine Glasses or clear plastic? I recommend universal 10 oz. crystal-cut plastic tumblers for beverages, if not using glass. Supermarkets usually carry them.
  • If ordering a keg, ask for sleeve.
  • Deal with a liquor store (Buy Rite) that accepts and credits unused liquor returns.
  • NOTE: Chill in advance wine, beer, etc. Have limes for beer.
  • A tub or cooler of individual water bottles. (1/2 Pint Water Bottles recommended for less waste)

Rentals: Renting linens, glasses, tables, chairs, etc.?

Questions for the Caterer

  • Will they supply metal pans and racks, sternos, extra back-up sternos, paper products/utensils?
  • Food delivery time?
  • Will food be delivered warm?

**STANDARD ITEMS TO HAVE ON HAND FOR SERVERS**

Oven Mitts

Coffee – Decaf and Regular

Paper & Cloth Towels – Kitchen and Bar

Coffee Urn (I can supply upon request)

Lighter Wand

Half & Half, Milk, Sugar, Sweetener

Candles (Birthday)

Coffee Stirrers

Lemons & Limes for Bar

Small Cocktail & Regular Napkins

Nuts/Olives for Bar

Basket for Rolls/Bread

Wine Bucket

Paper Doilies for Dessert Platters

Ice Chest/Ice Bucket and Ice Tongs

Hot & Cold Cups

Water & Creamer Pitchers

Paper Plates (2 or 3 different sizes)

Serving Utensils

Napkin & Eating Utensil Holder

Eating Utensils

Serving Platters and Trays

Wine and Bottle Opener, Ice Tongs

Garnish for Platters (strawberries, parsley, cut flowers)

Serving Utensils

Zip Lock Baggies, Plastic, and Foil Wrap

Spreaders, Cheese Knives, etc.

Airtight Containers (for leftovers)

Optional labels for regular/recycled trash

Balloon for mail box

Cookie Sheets and non-stick spray to heat hors d’oeuvres

Toothpicks (in a shot glass)

Extra Hangers for Coats (for cool weather)

Extra Trash Bags

 

Joan’s Party Checklist