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Party Planning Contact List

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Make Your Life Easier and Follow Your Checklist When it comes to Planning a Party or Corporate Event, "you can never be too organized!" Here is a checklist to do just that. Organize, Organize, Organize. Print them out. Use them to keep your tasks on time.

 

The Room

 

Event  Planner 

Name: ________________________Tel:________________

 

Location: ________________________________Tel:__________________

 

Caterer: _________________________________Tel:__________________

 

Liquor Vendor: __________________________Tel:__________________

 

Bartenders: Vendor: ________________________Tel:________________

 

Tables

Linen Vendor: ________________________Tel:________________

Specialty   ___Color Choice (s)


Napkins Vendor: ________________________Tel:________________

 Specialty   ___Color Choice (s)


Center Piece: Vendor: ________________________Tel:________________

     


Candles: Vendor: _____________________Tel:______________

       check with local code and location


Napkin Rings Vendor: ________________________Tel:________________


Confetti / glitter Vendor: ________________________Tel:________________


Balloons

Schedule/ Program Vendor: ____________________Tel:________________

cameras for all the guest to remember the moment

 

Menu Planning

Caterer:  Vendor: ________________________Tel:________________

 Cake:  Vendor: ________________________Tel:________________

Entertainment

DJ:  Vendor: _____________________________Tel:________________

Band:  Vendor: _____________________________Tel:________________

Speaker: Vendor: ________________________Tel:________________

Stage Entertainment:   Vendor: ___________________Tel:_____________

Party Favors: Vendor: ________________________Tel:______________

Party Giveaways: Vendor: ________________________Tel:______________

games, check with DJ or location for availability or restrictions

Invitations/R.S.V.P./Other Printed Items

Invitation Vendor: ________________________Tel:______________

Invitation to Reception (if applicable)

Response Card ___Response Envelope

Directional Card with map

Luncheon

 Rehearsal Vendor: ________________________Tel:____________

Calligraphy Vendor: ________________________Tel:____________

Seating Cards   Vendor: _____________________Tel:____________

Cocktail Napkins Vendor: ________________________Tel:____________

 Matches  Vendor: ______________________Tel:________________

Programs Vendor: ____________________Tel:________________

Other

Photographer   Vendor: ______________________Tel:______________

Videographer  Vendor: ________________________Tel:______________

Gift Table

Guest Receiving Table

 

Out Of Town Guests or Clients

___Hotel Reservations ______________________Tel:________________

___Schedule Newsletter for Guests

___Maps (to/from airport; other locations)

___Welcome Gifts, Totes, Baskets

___transportation if you are supply or need to know schedule for pickup

___Other______________________

 
Interior Decorations 
 ___Welcome Banner or Sign at entrance with or without directional info

 ___Seating Cards or Seating Lists for guests.

 ___Table ______________________Vendor source

 ___Sign (s) Directional or Info to direct guests or set theme
 
 ___Candy Bar Wrappers Party Favors w/seating (Guest names & Table #'s)
 
 ___Balloons  _____________________Vendor Source

 ___Message Book ____________________Vendor Source
 
 ___Party Favors_ ___________________Vendor Source  
  
 ___Party Giveaways

 ___Directional signage based on theme 

 ___Restroom signs theme-oriented

 ___Coat check signage for guests

 ___Band Backdrop if not furnished by entertainment or location
 
 ___Background Materials  ____________________Vendor Source

 ___Buffet Station Decor /Murals

 ___Ceiling Treatment / check local codes

 ___Photo Blow-Ups, Standee of Honoree

 ___Gift Table, Drapery ____________________Vendor Source

 ___Murals check local code and location

 ___Balloons  Treatment/Arches
 
Outside Decorations:

 ___ Banner   Vendor: ________________________Tel:____________

 ___Yard Signs Vendor: ________________________Tel:____________

 ___ Lights Vendor: ________________________Tel:____________

 ___ Valet Service  Vendor: ________________________Tel:____________
 



 ___ Tent Rental  Vendor: ________________________Tel:____________
  Tent Calculator
 
 ___ Exterior Chairs or Table Rental
  Vendor: ________________________Tel:____________

___Balloons  Vendor: _ _______________________Tel:____________ 

___Other Items: Vendor: ________________________Tel:____________
________________________________________________________  
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