Deanna Parker
Virtual Party Planning — deannaparker.com
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Party Planning Countdown Checklist
Deanna Parker — Virtual Party Planning
deannaparker.com
6 Weeks Before the Party
Decide on party date, time, and location
Set your total budget
Choose a theme
Create your guest list
Book the venue (if using one)
5 Weeks Before
Send invitations (digital or printed)
Book any entertainment (face painter, character, photographer)
Order the cake or find your bakery
4 Weeks Before
Confirm RSVPs as they come in
Order décor items that need shipping time
Plan your food and drinks menu
Purchase paper goods (plates, napkins, cups)
3 Weeks Before
Finalize guest count
Plan activities and games
Order or start any DIY décor projects
Buy or create party favors
2 Weeks Before
Confirm all vendors
Create a detailed party day timeline
Confirm any special dietary or accessibility needs with guests
Set up a music playlist
1 Week Before
Complete any DIY decorations
Shop for non-perishable food items
Prep favor bags or boxes
Confirm venue logistics (parking, setup time, cleanup policy)
2–3 Days Before
Shop for perishable food
Do a trial run of any activities
Charge camera and devices
Day Before
Set up decorations (if venue allows)
Prep any food that can be made ahead
Lay out party supplies
Eat a real meal and get some sleep
Day Of
Arrive early for setup
Eat breakfast before guests arrive
Designate a helper for the door / food / photos
Put your phone away and enjoy the party
After the Party
Send thank-you notes within a week
Post your favorite photos
Note what you'd do differently for next time