The 4-Week Party Planning Checklist

Four weeks is the sweet spot for party planning. Enough time to be organized, not so much that you overthink everything.

Here's your week-by-week guide.

Week 4: Foundation

Set the basics:

• Choose the date and time
• Confirm the venue (home, park, rental space)
• Set your budget
• Decide on a theme (optional but helpful)
• Create the guest list

Start invitations:

• Design or choose invitations
• Include all key details: date, time, location, RSVP info
• Set an RSVP deadline (usually 1 week before)

Week 3: Planning

Send invitations:

• Send all invitations (digital or paper)
• Set a reminder to follow up on RSVPs

Plan the details:

• Finalize the menu
• Plan activities and timeline
• Order specialty items (cake, decorations, rentals)
• Arrange for entertainment if using

Start prep:

• Make any DIY decorations
• Purchase non-perishable supplies
• Confirm any hired help or vendors

Week 2: Organizing

Confirm logistics:

• Follow up on RSVPs
• Confirm vendors and orders
• Finalize headcount for food

Get supplies:

• Buy remaining party supplies
• Purchase or order party favors
• Stock up on drinks and non-perishables

Prep ahead:

• Clean and organize the party space
• Test any equipment (speakers, games, etc.)
• Create a day-of timeline

Week 1: Final prep

Early week:

• Confirm final guest count
• Adjust food quantities if needed
• Make any last-minute purchases
• Prepare what can be made ahead

Day before:

• Set up decorations
• Prep food that keeps overnight
• Lay out serving dishes and utensils
• Charge camera/phone
• Set out clothes and party supplies

Day of:

• Final food prep
• Set out food and drinks
• Do a final walk-through
• Take a breath — you've got this!

After the party

Same day:

• Put away perishables
• Collect gifts and note who gave what
• Quick cleanup

Within one week:

• Send thank-you notes
• Back up photos
• Note what worked for next time

Tips for success

• Print this checklist and check off items as you go
• Delegate — assign tasks to your partner or family
• Build in buffer time — things always take longer than expected
• Lower the bar — done is better than perfect

Four weeks, methodical progress, no last-minute panic. That's the goal.