Party Planning Tips: Maintain a Party File

Each time you entertain a large gathering of friends or hold a family bbq, maintain a Party File and keep a record of:

• Number of people that attended (specify how many children, how many adults)
• The type of event it was (a baby shower, anniversary dinner, Christmas party, etc.)
• The quantity and details of each item served (example: size of turkey, types & amounts of Hors d’oeuvres, how much ice, amount of punch, size of cake)
• Document the cost for each item served
• Document the preparation and cooking time needed (what can be made the night before, how long the side of beef needed to cook, etc.)
• The amount of food left over

For larger gatherings, also document:

• What decorations and paper products were used and how many were needed (how many balloons, paper plates, napkins, etc.)
• How many people were invited vs. how many attended
• By tracking invites vs. attendees for larger gatherings, you’ll see a pattern develop and have a good idea for determining how many people to count on arriving.

Tips:

• Keep a running list of the “Big Hits”. Once you have several items listed, you’ll have no trouble planning a spectacular meal that’s a big hit with everyone. Make a copy of these popular recipes and keep them in your party file.
• Don’t try to freshen the place up before hand with commercial air fresheners, many people have allergies that can cause strong reactions. The homey smells from the food cooking are more than adequate, but if you’d like something pretty, try some Simmering Pot Recipes or Homemade Lemon Air Freshener Spray. I know first hand what it’s like to have a new guest strongly react to commercial air fresheners–it’s very uncomfortable for your guest as well as completely embarrassing for you as the host.
• Blooper that’s surprisingly common: Make sure you have enough cutlery for each guest as well as serve each dish.

Maintaining these details will help you with your party planning and help determine what supplies and groceries are needed for future events. You’ll also have firm facts and figures to give you a reliable estimate for budgeting food and decoration costs.

Over time you’ll be able to create a valuable and detailed Party Planner for yourself to provide a very handy list of your own like this: Recipes & Quantities for Serving Large Groups as well as simpler lists for smaller group entertaining.

Not only will there be no more stressing about how much to serve, what to serve, over-spending or under-serving, you’ll have one reliable, kick butt party planning resource at your disposal .

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