Bad Party Checklist: What to Arrange and When

A bad party needs more than costumes and a playlist. This checklist takes you from fixing the date and sending invitations to cooling drinks, testing speakers, preparing competition prizes and setting up the venue. Start planning at least four weeks ahead so guests can register and share dietary needs and music preferences. On the day, leave enough time for tables, buffet points, lighting, the photo wall and a final equipment check before anyone arrives.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Collect music preferences
Send final confirmation
Print the run sheet
Create a music playlist
Prepare competition rules
Buy prizes for the competition
Check decorations
2 people
Test equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Set up the cloakroom
2 people
Hang decorations
3 people
Build the photo wall
2 people
Hang lighting
2 people
Connect music equipment
2 people
Set up drink points
2 people
Arrange snacks on platters
3 people
Mark non-diet snacks
Set up the welcome desk
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve snacks
3 people
Host the tacky outfit contest
Refill drinks
2 people
Refill snacks
2 people
Provide music and requests
Coordinate the photo wall
Collect trash and empty glasses
2 people
Announce the final round
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Dismantle tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Thoroughly clean the venue
3 people
Take out the trash
2 people
Store leftover stock
2 people
Return materials
2 people
Collect lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 80
Coat racksqty 3
Buffet tablesqty 3
Bar stoolsqty 8

Tableware

Reusable drinking glassesqty 120
Wine glassesqty 50
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 10

Decorations

Balloon mixqty 200
Balloon archesqty 2
Wrong tableclothsqty 8
Buntingqty 12
Confetti cannonsqty 8
Photo backdrop
Photo propsqty 30
Trophiesqty 3

Equipment

Wireless speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Bluetooth music player
Coolersqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Snack plattersqty 12
Ice spoonsqty 4
Thermos flasksqty 4

Lighting

String lightsqty 6
LED spotlightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Send invitations about four weeks before the party, then send a final confirmation three to five days before it starts. Use the registration list to check guest numbers, dietary requirements and music preferences.
Test the wireless speakers, microphone, Bluetooth music player, extension cords and power strips at least one day ahead. A short sound check prevents you from discovering a missing cable while guests are arriving.
Plan drinks by time, not just by bottle count: allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch before guests arrive and keep extra drinks in coolers.
Prepare the competition rules and prizes before setup begins. Keep the rules short enough to explain in five minutes, and place the prize cups where the host can reach them without leaving the activity.
Set up the venue in this order: clean first, place tables and chairs, arrange buffet and drink points, then add lighting, bunting, balloon arches, the photo backdrop and props. Keep extension cords away from walkways and leave a clear route to the cloakroom.

Frequently asked questions

How far in advance should I plan a bad party?: Fix the date and location at least four weeks before the party. Send the final confirmation three to five days beforehand, once registrations and dietary requirements are checked.
How many drinks do I need for a bad party?: Plan for two to three drinks per person during the first hour, followed by about one drink per person per hour. Add extra capacity for non-alcoholic drinks, ice and the people helping with setup.
When should I test the music equipment?: Test the speakers, microphone and music player at least one day before the party. Repeat a quick sound check 60 to 90 minutes before guests arrive, after all cables and power strips are in place.
How long before the party should setup start?: Allow at least three hours for a full setup, including cleaning, furniture, buffet and drink points, decorations, lighting and the photo wall. Keep the last 30 minutes for cooling drinks, arranging snacks and checking the run sheet.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.