The Ultimate Party Planning Checklist for Large Events

​​Mason jar lanterns. Mocktail bar. Music. Maybe a magician.

If you’re planning a party, you always have a lot running through your mind. So much, in fact, that details tend to slip through the cracks. 

That’s why getting it all down on paper is the first step to turning the jumble in your brain into an actionable list. Smart party planning checklists follow a certain rhythm. So settle in on your laptop, open up a spreadsheet, and take notes. If you want to make life even simpler or you’re short on time, how about a ready-made party planning checklist?

At Eventbrite, we support 800,000 event organizers worldwide to plan, coordinate, and market all kinds of parties. Read on for our best tips on out how to plan a party step by step and download our free party planning checklist.

Table of contents

How do you plan a party step by step?

Party planning tips that’ll help you pack the house

The ultimate party planning checklist

How do you plan a party step by step?

It might seem daunting at first glance, but the party planning process doesn’t have to be stressful. It’s actually pretty exciting; you just need to break down your essential tasks into bite-sized steps.

Need a hand getting started with an event checklist to plan your party? We’ve done the work for you by splitting the planning process into five key steps.

Step 1: Upfront party planning tasks

If you’re starting from scratch, you’ll need to figure out what type of party you want to organize and create a theme.

So what kind of memorable celebration are you planning? Maybe it’s a huge anniversary party for your event space or a spring party like Marshall Entertainment’s Spring 2024 Freak Nik Party? Perhaps you’re looking for community block party ideas like GOOD VIBES ONLY – Block Party’s events or planning a virtual event for remote partiers.

Either way, you need to develop a firm vision of how your party will look and feel.

Once you’ve nailed a party theme, here are the preliminary tasks to check off:

1 . Identify your target audience and create a guest list (or come up with a target guest count)

2 . Create an event budget to cover all the basics, like getting special permits, food options, party rentals, equipment, marketing, etc.

3 . Hire staff or recruit volunteers (check out these sites to source volunteers: VolunteerMatch, Engage, JustServe, and Do Something)

💡Pro tip: To find your target audience, do some digging into your competitors and look at their demographics, locations, and interests. 

That means developing a list of all the FAQs your team might have and walking them through the key answers they’ll need to plan and operate your successful event.

Step 2: Invites or ticket sales

To sell tickets, you need a pricing strategy. You might stick to general admission tickets, or perhaps you’ll offer various ticketing tiers with different features, such as bottle service for VIP ticket holders. Here’s how to advertise your ticket prices:

1 . Sign up to Eventbrite to create an online ticketing page

2 . Set up any promotions you’ll use when you reach out to guests

3 . Make a revenue plan to determine ticket prices

4 . Set up reporting to review ticket sales, ticketing fees, and revenue

Once you’ve laid this foundation, it’s time to start getting the word out.

💡Pro tip: Before creating and selling tickets, make a wish list of all the features you need from an event software partner. For example, do you need to make different types of tickets for various experiences? Or maybe you need to create a custom seating chart.

You can use that wishlist to find the perfect event management software to support your special event.

Step 3: Outreach to potential guests 

Before you start planning logistics, let people know there’s an upcoming party. A longer ramp-up time enables you to drum up excitement and RSVPs.

1 . Come up with event branding (including a logo, font type, and a color scheme)

2 . Optional: Create a website (or use the online ticketing page you already created with Eventbrite)

3 . Write a press release for exposure

4 . Plan your social media strategy (both organic and paid)

5 . Order any paper collateral, such as paper party invitations and flyers

While you’re waiting for people to RSVP, it’s time to plan the actual party.

💡Pro tip: Social media is your best friend for event marketing. Partner with social media influencers in your sector to help spread the word. There are plenty of agencies that can help you find the best influencers for your style and budget, including Goat and Viral Nation. 

Step 4: On-site party logistics

Now for the nitty gritty. There are a lot of tasks that fall under this category, and you might have plenty of things to add to this list, but here are the basics:

1 . Secure a venue

2 . Scout vendors, find event sponsors, and prepare contracts

3 . Book entertainment (this could be anything from DJs and live bands to clowns, hula hoopers, or dancers)

4 . Plan the decor, and secure theme decorations

5 . Rent or buy any equipment

6 . Arrange catering (consider any dietary restrictions your guests may have)

7 . Book photographers, security, and cleaners

8 . Develop party signage

When it comes to things you need for a party, the size and type of party dictate a lot of your logistical requirements. 

Summer parties aimed at families might require goody bags or outside party games. You may also want to consider alcohol licensing laws if you’re hosting an outdoor party. 

A great example is Party Tonight’s Monday Memorial Day Pool Party, which included live music, craft cocktails, and a crystal-clear poolside.

💡Pro tip: As a final step during this phase, go back and confirm details with all your vendors, sponsors, entertainers, and other party partners. You don’t want any misunderstandings or last-minute surprises. 

It’s also a good idea to conduct a physical walk-through of the space to ensure you didn’t miss anything.

Step 5: Party task review

After you’ve carried out all your planning tasks, follow up with your guests and to obtain feedback to find out what went well about your party — and also what you could do better in the future.

That means you should:

1 . Send a ‘thank you’ email to all your attendees, and include a survey

2 . Compile and review survey results

3 . Review your ticket-sales reporting

4 . Reconcile your budget

5 . Follow up with your sponsors to see if your party met their KPIs

💡Pro tip: To take your party planning checklist to the next level, download a free Gantt Chart template that helps you assign all these tasks on a timeline. This will help you stay focused on the things that need doing, when they need completing, and get an idea of what to delegate.

Party planning tips that’ll help you pack the house

We’ve covered the essential steps that every party planner needs to plan a successful event. But if you want to give your upcoming party an extra kick, we’re totally here for it — and we’d love to help.

Read on for five pro tips to boost ticket sales and help you create more immersive experiences that will make your attendees wild.

1. Start promoting your parties early

Life gets busy — so if you want to sell out your parties, you need to give your guests plenty of notice. That gives them a chance to save the date and make all the necessary arrangements so they’re more likely to be available and attend.

By partnering with a platform like Eventbrite, you’ll be able to promote on several fronts. In-built email functionality lets you fire off email invites to previous attendees. 

Meanwhile, our marketing suite lets you leverage your social followers by creating targeted ad campaigns and selling your tickets directly on Facebook.

Trust us: The more opportunities you create and the earlier you promote, the better your chances of packing the house.

2. Boost ticket sales by creating VIP experiences

Want to add some glamor to your party? Create VIP packages.

Events with VIP packages are on the rise because they enhance the event. VIP experiences create a sense of exclusivity and make your guests feel extra special — and using an advanced ticketing platform, creating VIP tickets for your party is super simple. VIP ticket packages can also boost your event’s profit.

Here’s how easy it is to put together VIP experiences using Eventbrite:

3. Build your party theme around your audience

People love an excuse to get out and celebrate. So create a party theme that lets them! For a nightclub event, choose from themes for adults that capitalize on nostalgia or are linked to recent newsworthy events.

Want to give your audience some ownership of the theme? Send out a pre-event survey asking ‌registrants for performers they’d like to see, location and date preferences, an indoor or outdoor venue, etc.

4. Organize your party venue

You only get one shot at a great first impression — so set up and organize your venue ahead of time for a smoother guest experience. That means ensuring you have all the necessary A/V equipment and facilities like toilets, catering, changing rooms, a dance floor, or anything else that matches your party theme.

A custom seating plan can also come in handy to create a positive impression. By organizing seating in advance, you allow guests to feel relaxed when entering the venue, which minimizes disruptions for both attendees and event organizers.

Want to know how to use Eventbrite to create a reserved seating plan? It’s super easy:

5. Use event planning templates to save time

We’ve already stressed how many plates you’ve got to keep spinning as an event organizer. Sometimes, all the admin can really drain your time — which is where event planning templates come in.

Event planning templates save you time and energy, and they also provide valuable prompts to ensure you don’t forget anything.

Kickstart your promotional efforts with a free event marketing plan template, event invitation templates, or even use our master party planning checklist template so you don’t forget any essential details.

The ultimate party planning checklist

Don’t waste your precious time trying to plot out your event timeline from scratch. Instead, start with this checklist, which includes tasks you should undergo:

• Three months before your party
• Two months before your party
• One month before your party
• One week before your party

So what are you waiting for? Download your free party planning checklist and get started creating your memorable event.

Party planned: check

When planning the perfect party, the devil is definitely in the details. You must consider everything from your venue and decor to your guest list, catering, party favors, music, and more. 

By finding the perfect party planning checklist and working your way through it, you won’t forget a single detail — helping you stick to a budget and minimize stress. 

It also pays off to partner with a prestigious events platform. Eventbrite can help you create custom party pages, organize VIP ticketing, market your parties, and check in your guests at the door.