The Ultimate Printable Party Planner with Digital Templates

Throwing a party can be so much fun, but it can also be so stressful! From putting together a delicious menu to setting up an amazing decoration display, there are so many elements to think about when you’re planning an event. That’s why staying organized is so important. With the help of a printable party planner, you can keep track everything you need to create a memorable celebration every time you host a party.

Whether you’re planning a next birthday party, Christmas party, or major event — our event planner tips and digital templates can help you throw a successful event!

10 Best Party Planning Tips and Tricks

Hosting a party doesn’t have to be a difficult! With the right planning, creating an amazing event is right at your fingertips.

All you have to do is gather up the pages of a party planner to outline everything you need for your party and keep it organized in one handy place.

As you’re putting together your own party planner, consider these helpful party planning tips and tricks for creating a memorable celebration for any occasion.

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1. Do a Brain Dump

Before you can start planning your party, you need to get yourself organized.

While a party planner is a great way to keep all your party plans in one handy place, before you can start filling out the pages of your planner, you need to come up with some ideas.

Doing a quick brain dump will help you jot down your initial ideas for your get-together.

While there are no set rules for what to include in your initial planning session, it’s always a good idea to think about these basic party elements:

• Theme 
• Menu
• Budget
• Activities
• Decorations
• Guest list

2. Set Your Budget

Once you have a basic plan for your party laid out, it’s time to start thinking about money. And that means setting a budget!

First, think about how much total money you want to spend on your event.

After that, you can break your party budget down further into categories like:

• Decorations
• Food
• Entertainment
• Gifts and party favors

In addition to setting a budget, it’s also a good idea to use your party planner to keep track of your expenses.

Each time you make a purchase for your party, make sure to log the payments in your expense tracker so you can stay on budget as you’re planning your event.

3. Pick Your Party Theme

Planning any event starts with picking the perfect theme! Whether you’re putting together an anniversary party or a baby shower, picking the theme is an essential element for a fantastic party or event.

Use the theme picker brainstorm in your printable party planner to help you narrow down the overall theme for your event. 

If you need help with a theme, you might like these ideas: Candyland Theme, Around the World Theme, or 33 Fun Dress Up Party Themes for Adults!

4. Outline the Guest List

Now that you know the theme of your event, you can start thinking about who will be invited.

Make sure to keep all the relevant information for each of your invited guests in one handy place by keeping track of everything in your party planner. 

If you budget is small, it may be good to keep to a small party or ask family members to chip in.

As you add a name to your guest list, you can also include their relevant details in your planner:

• Contact information
• Meal option
• RSVP status
• Special accommodations (like dietary needs)

Once you have your party list outlined in your planner, you can use the information in the spreadsheet to help you determine how much food and drinks you’ll need for the event, as well as the number of party favors you’ll need. 

Use the guest list template to help you fill out the seating chart for larger parties, which helps you create seating arrangements for your celebration.

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5. Make the Party Menu

One of the biggest parts of planning any event – from a kid’s birthday party to a dinner party with friends – is planning the menu for your celebration.

Start by outlining the different dishes you want to serve at your event, keeping in mind how many guests you’ll be serving as well as the overall budget for your party food.

Planning on cooking the dishes for your party on your own?

Once you know what you’ll be serving, you can also use your printable party planner to outline the recipes for your event. In addition to adding the baking instructions, each recipe page also allows you to include a photo to help you visualize the recipe for your party.

And if you’re hosting a dinner party at home, make sure to add the dinner plan to your party planner.

Here, you can keep track of all the elements of a delicious dinner party menu, including main dishes, sides, appetizers, desserts, and drinks.

6. Pick Your Activities & Entertainment

Keeping your guests entertained is a big part of any party!

That means you’ll need to spend some time planning out the activities for your event. Luckily, there are tons of great ways to entertain your party guests, no matter what type of event you’re putting together. 

To help you stay organized as you plan your celebration, use your printable party planner to outline:

• Party game ideas
• Hired entertainment plans
• Music options
• Timing of each activity
• Prizes for contests and games
• Notes and other instructions for your party activities

7. Pick Out Your Decorations

Creating the perfect look for your party is all in the decorations. And that means you’ll need to put some planning into the décor.

Use the party décor planner to track everything you’ll need from the party supply store or party rental supplier, including decorations, tables, chairs, tableware, and centerpieces.

8. Keep Track of Your Shopping List

When planning a party, you’ll need to keep track of so many different elements – from decorations to food! And that means your shopping and grocery list can get pretty confusing!

With the help of the printable shopping list, you can easily keep track of everything you need to purchase for your event.

Keeping an ongoing list as you plan and put together the elements of your party is a simple way to stay on budget and ensure you have everything you need on the day of your event. Keep the list handy and make sure to cross items off the list after you’ve purchased them.

Grab 50% Off Our Printable Party Planner or Spreadsheets with code PARTYBLOG

9. Stay Organized with Vendors

You can’t always do everything yourself when it comes to putting together and amazing event! So, if you plan to hire vendors to assist with the party, it’s important that you track everything in one handy place.

Use the vendor information sheet in your planner to jot down the vendor’s name, phone number, email, website, outstanding balance, payment due date, items ordered, and any other notes you need to include.

10. Create a Party Schedule

Once you have all the elements of your party planned out, it’s time to put everything together!

The best way to stay organized as you plan your party is to create a schedule to help you stay on top of your to-do list.

4 Types of Party Schedules

You may not need all 4 of these schedules if you’re having a simple party, but they can be helpful for a larger event.

Monthly schedule

Keep track of big elements of your party by writing down important items to do during the month (or months) leading up to the event. Booking a venue, ordering food from caterers, or sending out invitations are all items to consider adding to your monthly planner.

Weekly planner

Using a weekly planner to put together your party is a great way to add more detail to your ongoing to-do list. As you get closer to the big day, your daily tasks will grow in number, which means using a weekly planner is a great idea.

Day of party checklist

When the big day finally arrives, make sure you get everything done before the event with the help of a checklist for putting the party together. Use the hour by hour planner to plot out your tasks for the day to ensure you don’t forget a thing.

Party schedule

Just because the party has started doesn’t mean your planning is done! Make sure everything stays on track throughout the party by using a schedule to outline the event. Keep the party schedule on hand to keep your event on track and make sure everyone has a good time.

Grab 50% Off Our Printable Party Planner or Spreadsheets with code PARTYBLOG

Need help getting organized?

Our Printable Party Planner with Digital Templates includes everything you need for your next party or special day!

Note: Each sheet is a place to record your ideas – ideas are not provided in the planner.

What’s included with our Party Planner?

1. Party Planning Tips
2. Menu Planner Sheet
3. Brain Dump Sheet
4. Activity & Entertainment Planner
5. Shopping List
6. Party Recipes
7. Seating Chart 
8. Guest List Template
9. Theme Picker Brainstorm
10. Annual Events
11. Party Favors
12. Gift Tracker Sheet 
13. Time Line Checklist
14. Decor Planner 
15. Dinner Plan 
16. Vendor Information
17. Gift Wish List
18. Day Of Checklist for the Day of the Party
19. Weekly Planner
20. Monthly Planner 
21. Quick Planner
22. Party Schedule

Grab 50% Off Our Printable Party Planner or Spreadsheets with code PARTYBLOG

By including these components in your printable party planner, you’ll have everything you need to plan a successful and stress-free party.

This product is a digital file designed for personal use only. No physical product will ship. You will receive a download link to the digital download instantly after you order. It’s a PDF File.

Grab 50% Off Our Printable Party Planner or Spreadsheets with code PARTYBLOG