The Master List: Logical Logistics for Lively Parties

When I was a child and my family was planning a trip, it didn’t matter where we were going, the time of year we’d be leaving, or the reason for the excursion. Whether we were heading to Disney World or Great Aunt Helen’s funeral, my mother always made us pack our suitcases in the same way:

"Pretend you’re getting dressed in the morning, think of everything you’ll need to put on, and make sure that each type of item ends up in the suitcase," she’d insist.

Now, we all looked pretty silly, standing around our bedrooms, envisioning socks to suit jackets, while chucking items into our luggage, but Mom did have a good point: we were always well-packed, and were prepared for almost every eventuality upon arrival at our destinations.

A superbly planned party begins in the same way. Whether you are whipping up a Mexican-dinner party for 10 close friends, or a themed-bridal shower for 100 guests, a master list, detailing every aspect of your party’s construction, takes little time to create, and will ensure that you are ready for almost any complication that may arise.

A good master list covers both the general and specific details that will make your party a hit or a miss; the list includes an estimated timeline, approximating set-up time, serving time for various courses, special components’ timing (such as opening gifts at a shower), and clean-up.

Before you begin your master list, envision your party. Imagine how wonderful it will be, get a feel for the tone you want to set, and select a theme, venue, and guest list. This creative aspect of party-planning comes naturally to most of us, and is the area in which we are usually most successful.

Where many of our parties turn from triumphs to tragedies is in the details. We bring out a delectable dessert, only to realize that we don’t have an appropriate serving item, and we’re running short on clean plates. Then, we find out that there are diabetics in attendance at the party, and we haven’t provided a sugar-free alternative to our masterfully-sweet dessert creation. Guests soon become somewhat restless and impatient; those who can’t partake of the treat we’ve lovingly made feel left out. Our party has lost its joyful tone, instantly.

Here’s where the master list comes in. Like my mother did when packing, begin at the beginning, and systematically walk through every aspect of your party, before it happens.

Start by looking at your venue. Is the number of guests that you’ve selected realistic? For example, you may be able to accommodate 30 guests at a backyard BBQ, but will your living room hold the crowd comfortably, should the weather turn threatening?

Once you’ve decided on a realistic number of guests, note the anticipated attendance figure at the top of your master list.

Now, turn to how you’ll accommodate your guests’ needs. Count how many chairs, table-trays, etc. you’ll need. Keep track of these numbers on your master list. Be sure that the accommodations you are planning will suit the TYPE of guests you’ll be inviting; if children or the elderly are in attendance, a buffet alone without some table seating may not work well. Be sure that you can make arrangements that will give everyone an opportunity to eat and mingle comfortably.

Next, figure out dishware. Will you be using casual paper goods, or formal china? Do you have enough of either to accommodate everyone (when using disposable goods, consider that most people will use extra cups, napkins, plates, etc.). Non-disposable items pose a challenge in terms of dishwashing; be sure that you’ll have enough clean items ready for each course you’ll be serving. Don’t forget serving utensils. Inventory all utensils, dishware, and serving items on your master list.

Will all the food you’re planning to provide fit on the tables/spaces from which it will be served? Lay out all of your proposed serving trays on the space where you plan to use them (use post-it notes to label each "dish"). Once you’ve gotten them to fit the way you’d like, sketch out a map of the buffet or dining table to use as a placement guide on the day of your event. Don’t forget beverages; be sure you have appropriate vessels (coolers, coffee tureens, etc.) from which to serve drinks, and decide on a logical location from which to offer beverages.

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