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  Home | Decorating Basics | Party Planning Contact List


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:________________



Linen Vendor:________________________Tel:________________

Specialty   ___Color Choice (s)

Napkins Vendor:________________________Tel:________________

 Specialty   ___Color Choice (s)

CenterPiece: Vendor:________________________Tel:________________


Candles: Vendor: _____________________Tel:______________

       check with local code and location

Napkin RingsVendor:________________________Tel:________________

Confetti / glitterVendor:________________________Tel:________________


Schedule/ ProgramVendor:____________________Tel:________________

cameras for all the guest to remember the moment


Menu Planning

Caterer:  Vendor:________________________Tel:________________

 Cake:  Vendor:________________________Tel:________________


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


 Rehearsal Vendor:________________________Tel:____________

Calligraphy Vendor:________________________Tel:____________

Seating Cards   Vendor: _____________________Tel:____________

CocktailNapkins Vendor:________________________Tel:____________

 Matches  Vendor: ______________________Tel:________________

Programs Vendor: ____________________Tel:________________


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 needto know schedule for pickup


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

___Balloons  Vendor:________________________Tel:____________

___Other Items: Vendor:________________________Tel:____________
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