1. Set Your Budget and Guest List

Before you get into the fun stuff, it’s essential to figure out how much you want to spend and how many people you’ll be inviting. This will shape many of your decisions down the line.

• Determine your overall budget

• Create a guest list

• Allocate funds to each party element (venue, food, entertainment, etc.)

2. Choose a Theme or Style

Picking a theme makes everything else fall into place more easily, from the invitations to the decor.

• Select a theme or color scheme

• Ensure your venue matches your vibe

• Consider themed decorations, favors, and even dress codes

3. Secure the Venue and Date

Once your guest list and budget are set, it’s time to lock in your location and the date. Venues book up quickly, so try to get this done early.

• Book your venue

• Confirm the date with key guests

• Make any necessary rental arrangements (tables, chairs, etc.)

4. Send Invitations

Now that you know where and when your party will be, it’s time to get the word out.

• Design or order invitations

• Send invitations at least 3-4 weeks before the event

• Track RSVPs as they come in

5. Plan the Menu

Whether you're hosting a formal dinner or a casual buffet, food is always a top priority at any event.

• Decide on catering or DIY food

• Choose a menu that fits the theme

• Arrange for drinks, including non-alcoholic options

• Order a cake or desserts if needed

6. Plan Entertainment & Activities

Your guests will want more than just good food—they need entertainment! This is where you can get creative and make your event unforgettable.

• Book a DJ or band for music

• Set up a playlist for background music

• Plan games or activities

• Rent a photo booth to capture the fun!
  (Pro Tip: A photo booth is a must-have at any event. It keeps guests engaged and provides memorable keepsakes. If you’re in the San Antonio area, check out Snap & Smile Photo Booth for a customizable, fun experience that your guests will love.) (Click here)

7. Finalize the Decor and Setup

With the big day approaching, it’s time to bring your vision to life with decorations that match your theme.

• Order or create decorations

• Set up a seating chart (if necessary)

• Confirm any rental deliveries (chairs, tables, etc.)

• Prepare party favors or goodie bags for guests

8. Confirm Final Details

A week before the event, touch base with your vendors and key players to ensure everything is on track.

• Confirm catering and entertainment

• Check the guest list and finalize seating

• Verify delivery times with vendors

• Do a walkthrough of the venue if possible

9. Set Up the Day Before

Whenever possible, start setting up the day before the event to avoid any last-minute chaos.

• Decorate the venue

• Set up tables, chairs, and any rentals

• Prepare any DIY food or snacks ahead of time

10. Party Day!

The big day is here! Relax, enjoy, and trust your planning process.

• Arrive early to make sure everything is set

• Greet guests and make sure they know the schedule

• Double-check that the photo booth is ready to go (it’ll be a hit!)

With this ultimate party planning checklist, you’ll be able to organize every detail with confidence. Remember, great food, fun entertainment, and a fantastic vibe will leave a lasting impression. And of course, don’t forget to rent a photo booth for extra fun and lasting memories—Snap & Smile has you covered for that (Click here) Happy planning!