Time Management Strategies for Setting Up the Perfect Party

Executing a great event takes more than just a great eye for style, fun guests and good food.  It requires superior time management and in-depth knowledge of how much time you'll need to get things done.

1. Start a timeline: establish an event timeline that can operate as your "script" on the event day, and the days of prep before it.  Get as detailed as you can, indicating everything you expect will happen, who will be responsbile for it and what to do in the event that things don't go quite as planned.  Put copies of your script into more than one set of hands and you'll ensure that you're not the only one who knows what's going on.

2. If you are planning a lot of manual tasks, be sure to try them out in advance and find out how long they really take.  Have 200 napkins to fold?  Try folding 5 or 6 in advance and set aside plenty of uninterrupted time to accomplish the feat before the big day.  Write out your instructions (even include pictures) in case you are called away to handle another issue - it could save you time if someone has to take over mid-task, and you can always store away the info on index cards for your next event.  And always have plenty of "staff" support.

3. Invest time in accurate diagrams.  Nothing eats up time on event day like rearranging a room ad nauseum because you haven't pre-determined your exact layout.  Use a program like PowerPoint to establish a visual layout in advance.

4. If you tend to get "carried away" in the setup, assign someone to give you regular time checks, and establish an absolute cutoff time when you will depart and get yourself ready to host your party!

5. Hire pros when necessary.  A professional team setting up an event may seem like a luxury, but the fact is that many of the setup tasks will take a lot longer than you might believe.  If timing is critical, hire a professional event planner to accomplish the pre-event work, and consult with her accurately about the extent of work that needs to be done.  The return you'll receive in reduced quanitties of stress will be worth every penny!

Subscribe to our newsletter to receive more great party tips!

Shayna Walker Weddle
Williamsburg Wedding Design - Your Source for the Best Parties & Events