OK, you're going to think I'm a little nuts here, but stick with me, OK? I promise if you do what I'm suggesting below just one time, for one party, you will never be able to plan a party any other way again.
Anyone who knows me knows how much I love lists. Lists are my life; I literally (and I use that word literally) have a list for everything in my life. I have two notebooks I carry around on a daily basis, and my notebooks are more or less sectioned off. Inside my notebooks, it's not always pretty, but I generally know what I'm doing. Anyways....
Now, are you ready?
To plan the perfect stress-free party, BUY A NOTEBOOK. Just do it - it doesn't have to beautiful (you can buy a plain-jane one at the dollar store), and it needs to be small enough that you can carry it everywhere you go, but not so small that you have trouble writing in it.
Now, when you get your notebook home, you'll need to create 4 sections. Use page tabs, Post-Its, or simply dog ear the first page of each section, but you need to section it off into 4.
Section #1: Food
Section #2: Decor
Section#3: Activities/Games
Section #4: Lists
Now, each section will have a sub-section. If you're like me and you like to DIY a lot of your decor and activity supplies, you'll need 4 sub-sections. Don't mark these pages because you'll just have a mess of page tabs and you'll get confused. Just indicate on the first page of each section which category it is. Then, skip ahead one or two pages between each sub-category and write what the subsection is at the top of the page (each main section will have the same sub-sections. For now, leave section #4 alone):
Supplies
Supplies To Buy
Supplies to Find (this is if you're planning on finding things for free by looking through Buy Nothing Facebook pages or asking friends and family - or even things you think you may have in your home. NOTE: If you're going to use things from home, make sure you have them before you write it down.)
Supplies to DIY (you may not always need this list - this is just if you have multiple items you're making but also multiple items you're also planning to purchase - this usually comes in handy when you're making a lot of the games).
Each main category is where you'll make your initial list. As an example, this is my Food Page list:
Food
- Monster Rice Krispies (Pinterest)
- Pigs in a blanket (recipe book)
- fruit platter
- Trolls Popcorn (Pinterest)
I usually put the source in which I found the recipes so that when it comes times to make it, I know where to find the recipe. This way, I don't have to have yet another list with all the recipes (cause, I mean, then that's just too many! *insert wink eye here*
Then, just so that you don't forget them, add your eating supplies:
- Plates
- napkins
- utensils
- cups.
For this part, if you're planning on a certain theme and want the theme on your tableware, I would suggest doing some research online to figure out the best place to get them. For example, I got really lucky this year that Party City had all the military-type tableware on their website, so I just ordered online (they did not have them in store). But if you're planning something completely out of the mold, then you need to do some research. Or you could make it easier on yourself and simply purchase tableware in specific colours that match your theme (ie: doing a High Tea Party for your daughter and can't find little plates with dainty flowers or whatever, you can go to Party City and get pastel-coloured tableware).
Now, the "Supplies" List is where you would indicate everything for you need for each of your main items. For example, this is what my supplies list would look like for the Decor page (please keep in mind that I make a lot of my decor and game supplies because it's cheaper and, let's be honest here, a heck of a lot more fun):
Decor
- Happy Birthday Banner (DIY)
- dark green poster paper
- letter stencils
- black paint
- Glue stick
- Twine
- Dog Tags (DIY)
- Twine
- cammo construction paper
- green poster paper
- Granade Pinata
- purchase at Bulk Barn
- Ammo Boxes (DIY)
- empty moving boxes
- letter stencils
- Black paint
- "Welcome Soliders" sign (DIY)
- Dark green poster paper
- metallic letter stickers
- cammo paper
- glue gun
You get the idea. You'll notice that a lot of the items you'll need may repeat themselves from item to item - that's OK. You'll need this list later when you're making your shopping list, and also when you're sitting down to actually make everything. You'll probably consult this list about 1000 times between conception and reality. Also, I recommend writing this list especially, in pencil, there may be things you'll have to change, and if you're like me, crossing things off and adding things will not only bug your OCD but could also confuse you. For example: I couldn't find cammo poster paper anywhere! I tried all the scrapbooking stores I could think of and I just couldn't find the one I wanted in the right colours, so I made it. I just took a piece of a cardboard box and spent an hour or so (with wine of course) drawing cammo with marker. It's actually one of the most relaxing projects I've ever done. But that meant I no longer needed to find the paper, but I also needed to make a note to remind myself that I needed additional items to replace the paper, so I had to alter this supply list (ie: now I needed to find the right coloured markers and moving boxes).
Then your next pages are just a little bit more organization. Again, I would probably write this one out in pencil. I used to do everything from just the one list above, but then I found myself re-writing the dang thing a hundred times cause it got so messy I couldn't read it. So I now have three additional lists (and if the supplies are few, I'll add the next three lists onto one page). And yes, there is a method to adding things to this list, thank you for asking!
As we mentioned before some items are duplicated for multiple decor items, but you only need to add them once to this list. However, if you're skimming through your main supplies list, there's a high chance that you will miss something (sounds silly but I cannot tell you how many times I missed something). So go through the items one by one. Start with the Happy Birthday Banner. Add everything you need from there. Then move on to the dog tags - twine and green poster board are already on the list, but you'll need cammo paper. You get the gist. I know it seems silly to have to spell it out like this, but trust me, if you're just skimming through hoping you don't forget something, you will (and don't forget to cross off as you go!). And it's usually sometimes vital.
For example: I was so excited to make the banner and the dog tags that I definitely didn't forget to add the green and cammo paper - but I did forget to add the glue stick! And if the glue stick only shows up once on your list, the chances of you forgetting to add it is even higher. So this results in you having to run to the store 3 minutes before it closes, or begging your neighbour you barely know because you've already started and your 2 glasses of wine in (and yes, making these things is so much funner if you drink wine and watch Jane The Virgin while you do it).
Supplies to Buy:
- dark green poster paper
- twine
- black paint
- sticker letters
- Glue stick
- Glue Gun Sticks
- Cammo paper
Supplies to Find:
- Moving boxes
- Stencils (you can usually find these on the buy nothing sites, and they're pretty expensive to buy so if you think you're only going to use them this one times, there's no sense in purchasing them in my opinion).
Just for example's sake - although according to this list, I'm only planning on purchasing a granade pinanta, your DIY list would list everything you're making, minus the granade pinata (obviously). It's just good to have the items you're making and the items you're buying separated so that you don't forget about something, and you know how much time to prepare yourself for making everything.
OK, so we have ignored the 4th section up until now, but this is when things start to get real, and when you really need to use your organization skills to their fullest potential. It's also where, if you make a mistake or forget something, you could be adding extra stress, which you're trying to avoid with these lists.
Generally, I only shop in four places for parties: Party City, Dollarama, the grocery store and Bulk Barn. In the past, I have tried going to other places like Michael's or Walmart, but I can never find exactly what I'm looking for - and I always end up back at Dollarama. Also, I think I spend so much time at Dollarama that when I'm making my shopping lists, I'm actually subconsciously creating them knowing these things are available at Dollarama. Please don't judge me.
I also don't love shopping. I mean, don't get me wrong, shopping for these things makes me happy like a kid on Christmas morning, but I hate travelling to multiple stores. I like being able to get what I need in one or two places. Doing all these pit stops, again, just adds to the stress. Make it simple for yourself and start where you know things will be.
In my case, it's generally Dollarama and Bulk Barn. Party City is good for little goodies, saving money on eating supplies, and finding cool little things you didn't actually have on your initial list, but it's not great if you're planning on a theme that isn't "popluar" (ie: Ninja Turtles, Paw Patrol, Mickey Mouse, Sophie The First and so on). In our house, we like to go against the grain. Ha!
So, this is what my shopping list would look like (and although I know I said you don't want to spend time re-writing your lists over and over, but for this part, I would suggest replicating your main supplies list so that you can cross items off as you're adding them to your shopping list).
Shopping List
Dollarama:
- glue sticks
- sticks for glue gun
- black acryllic paint
- twine
- Letter stickers
Bulk Barn:
- m&ms
- pretzels
- mini marshmellows
- grenade pinata
Grocery Store:
- hot dogs
- Pillsbury Croissants
- Fruit Platter
- Rice Krispie Cereal
Party City:
- cammo plates
- cammo napkins
- green and brown utensils
You get the idea. Now, it may happen that when you go to Dollarama, they don't have twine. Then you would have to move it to another list or choose to use something else. Twine isn't a big deal in this circumstance if I have to use something else, but let's say I show up at Bulk Barn and they don't have the grenade pinata anymore. Well, then you either have to decide to make one yourself (which may actually be cheaper but probably a heck of a lot more time-consuming), search local party places for another one (and then you would have to add that location to your list), or just lose it completely. You need to weigh the pros and cons of re-locating something to your stress list. Is your heart really set on this pinata? Did your son say he would just die if he didn't have it at his party? Will you have to travel around the city looking for one? Do you even know how to make a pinata? Add all those things together and determine how much stress having to change your plans on this will add. If it's above a 4 or 5, then don't bother! Just replace it with a really fun game.
And that's basically it. Below are some images of what a complete "Party Planning List" looks like so you can have a full idea of how to organize it, especially for the parts I didn't talk about here.
Although this all seems like more work than it's worth, and I will admit, the whole list thing can be a little time consuming, but doing these lists does a number of things for me:
1. I don't stay awake at night ticking things off, making sure I remember to buy this, or pick up that.
2. If I suddenly remember I need to do something, as long as I was diligent in my list-making, I can trust that it's on there and that I don't need to panic.
3. The chances of me forgetting to get something and then sitting down to make the birthday banner and realizing I forgot the f**king glue, are very slim.
4. And most importantly, it keeps me focused, organized, and stress-free. As long as I know I did the list correctly to begin with, I don't have to think about anything - just follow the list.
And if I could add one more piece of advice, once everything is purchased and ready to go, use those blue recyclying garbage bags to store all your stuff and organize the bags by the list. One bag for non-perishable food, one bag for decor, one bag for games..... so then the night before, consult your initial list to check that all the items are in each bag, and voila! You're all set! Also - don't forget to buy tape!! You always need tape, even if it's not part of your planning. Just. Get. Tape. Trust me on this.
I hope you enjoyed this article and if you have questions, tips, or even something to add I may not have thought of, leave a comment below!
Happy Party Planning!
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