How to prepare a shopping list like a professional event planners

PARTY PLANNERS SHOPPING LIST

How to Prepare Your Shopping List like a Professional Party Planner?

When you will be planning a party, or even planning an entire event, being well organised can set you apart from those who have a difficult time with it.

how to plan a party planning templates printable pdf free party budget party guest list party venue party suppliers party food and drinks party games and activities party to do list party seating plan party schedule party timeline

The organisation is your best friend when successfully planning and having a party or event of any size. And the key to having successful organisation skills lies in your shopping list. When you have an excellent shopping list, you are sure to have all of the supplies you need on the day of your party or event.

It is straightforward for most people to become overwhelmed when entering a store or mall. You think that you know exactly what you want, and then you find yourself amongst so much fantastic stuff that you start to question your original thoughts and decisions. This often leads to purchasing things you hadn't planned on. In the worst-case scenario, this means you forget essential items; in the best-case scenario, it generally means that you spend too much money and go over your budget. The simple way to avoid having this happen is to make a good shopping list and then stick to it when you shop.

how to plan a party like a professional party planner

The first step in preparing your shopping list is to gather up a pencil and a pad of paper. You want to label the first page of the notepad with the date of your event and any location information you might need later, such as an address or phone number, if your party will not be held at your own home.

The second step in preparing your shopping list is to decide what the menu will be and what ingredients your menu requires you to have. Take the time to go through each recipe for your menu and write down each of the ingredients you will need to purchase and the quantities you will need. With their amounts listed, each of these ingredients will go under the heading of 'food' on your master party shopping list.

how to plan a party like a professional party planner

The third step in preparing your shopping list is to decide on any beverages you will be serving and the quantities you need to obtain. With their amounts listed, each of your drinks will go under the heading of 'beverages' on your master party shopping list.

The next step in preparing your shopping list is to decide what party and paper goods you will need for the event or party. Consider things like plates, cups, silverware, serving bowls; centrepiece's for tables, flowers, tables and chairs, etc... Make sure to write down anything you could need on your master party shopping list.

how to plan a party like a professional party planner

Now that you have an all-inclusive master shopping list, it is good to break that list down by stores and times when you will be buying the items listed. For example, you will likely want to shop twice at the grocery store. The first time you will want to shop for everything that will last until your event's date; the second time, you will want to shop for perishable items such as fresh fruits, vegetables, meats, fish, and bread. This means you wish one page for the things you will purchase on the first trip and another page for the items you will buy at the last minute.

As you make your sub-lists, you will want to add your shopping times to your master party planning calendar. You will likely have two grocery shopping trips, a trip to the party store, a trip to the liquor store, and a trip to the florist. By taking the time to schedule shopping at each of these venues, you can ensure that you do not forget to go to one store or another and have the time needed to obtain all of the things you will need to have a successful party or event. As you can see, creating a master shopping list is the only way to plan a successful party or event like a professional party planner. And, through sub-lists, you can zero in on just what you want and ignore the other things in the store that might have otherwise tempted you.

 

RELATED ARTICLES

How to plan a party? 

How to organise a kid's birthday party?

How to host a surprise party?

 

FAQ - FREQUENTLY ASKED QUESTIONS

How long before a party should you send out invitations?

It depends on the party. Invitations should be sent out about two weeks in advance for a small, intimate party like a kid's birthday. For a larger party, like weddings, invitations should be sent out about four to six weeks in advance.

What is the best free online invitation maker?

There are a few different online invitation makers that are free to use. Some of the more popular ones include Punchbowl, Paperless Post, and Evite. Each of these websites has its own set of features and designs that you can choose from. So before you decide on which one to use, take a look at each of their websites and see which one has the design options that best fit your needs.

How to plan a kid's birthday party?

Assuming you're looking for tips on how to plan a fun and memorable birthday party for your child, here are a few things to keep in mind:

- First, decide on a theme. This will help you choose appropriate decorations, activities, and even food. Browse all Kids Party Ideas for more inspiration.

- Second, make a guest list and send out invitations. Be sure to give yourself enough time to do this so that everyone can RSVP.

- Third, start planning the details! This includes everything from deciding on a menu to booking entertainment.

- Fourth, put together party favours and goodie bags for the guests. Again, try to tie these in with the chosen theme.

- And finally, don't forget to HAVE FUN! 

Browse all EVENT IDEAS by category and start planning your next party today. Sign up for our newsletter and be the first to get notified about all the new and trending party themes and ideas.

DISCLOSURE: We sometimes use affiliate links in our content. This won't cost you anything, but it helps us offset the costs of paying our writing team. Thanks for your support! 

how to plan a party like a professional party planner