Henna party checklist: what to arrange and when

A henna party needs more than a guest list and a henna artist. You also need to coordinate registrations, dietary requirements, catering, music, seating and the henna design before the day itself. This checklist covers the planning sequence, from reserving the venue and photographer to preparing tables, the lounge area and henna supplies. It also helps you spot details that are often left until the last minute, such as allergy information, fresh produce and room ventilation.

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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

Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update guest list
Book catering
2 people
Book a henna artist
Reserve photographer
Reserve venue
2 people
Agree on the music
2 people
Create the program
2 people
Arrange the table layout
2 people
Choose a henna design
2 people
Confirm the menu
2 people
Report allergies
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Set out henna supplies
2 people
Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the lounge area
3 people
Set up buffet
3 people
Set out tableware
2 people
Set out cutlery
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set up the henna corner
3 people
Test henna
2 people
Unpack decorations
2 people
Hang decorations
4 people
Set up lighting
3 people
Test the music
2 people
Prepare snacks
4 people
Prepare salads
3 people
Set out desserts
2 people
Reheat buffet dishes
3 people
Check restroom
Set up the welcome table
2 people
Prepare the registration list
Brief volunteers
2 people

Event

Welcome guests
4 people
Take coats
2 people
Serve welcome drinks
3 people
Keep track of henna registrations
Apply henna
2 people
Guide guests to their seats
2 people
Serve snacks
3 people
Serve tea and coffee
2 people
Refill drinks
2 people
Open the buffet
2 people
Serve dinner
5 people
Restock the buffet
3 people
Clear plates
3 people
Serve dessert
3 people
Guide the photo moment
2 people
Provide music and dancing
2 people
Give henna instructions
Serve the last round of drinks
2 people
See guests off
3 people
Return coats
2 people

Aftercare

Collect waste
3 people
Clear tables
4 people
Pre-sort tableware
2 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Take down the decorations
3 people
Dismantle furniture
4 people
Pack equipment
2 people
Leave venue clean
3 people
Return rental items
2 people
Store leftover food
2 people
Take out the trash
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Lounge sofasqty 4
Lounge armchairsqty 8
Lounge poufsqty 12
Buffet tablesqty 3
Clothes racksqty 2
Tableclothsqty 12

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 40
Water glassesqty 100
Tea glassesqty 80
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Milk jugsqty 4
Sugar bowlsqty 4
Water jugsqty 8

Decorations

Buntingqty 12
Artificial flower bouquetsqty 16
Flower arrangementsqty 8
Table decorationsqty 10
Runner for the head table
Backdrop cloth
Cushionsqty 24
Welcome sign
Table numbersqty 10
Gift table sign
Candle holdersqty 20
LED candlesqty 30
Napkin ringsqty 90

Equipment

Wireless microphone
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Food storage containersqty 12
Serving tongsqty 10
Serving spoonsqty 10
Tea towelsqty 12

Henna

Henna conesqty 80
App tipsqty 40
Henna worktableqty 2
Towelsqty 20
Disposable glovesqty 100
Disposable placematsqty 100
Henna waste binsqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Broomqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the henna artist before finalising the programme. Ask how many guests can be served per hour, then allow extra time for design choices and touch-ups.
Set a clear deadline for registrations and dietary requirements, ideally 7 to 10 days before the party. Update the guest list after that deadline so catering and seating numbers match.
Choose the henna design before shopping for supplies. Prepare the henna station separately from the dining tables, with everything within reach before guests arrive.
Confirm the menu and allergies with the caterer 3 to 5 days in advance. Check serving platters, water glasses, tea glasses, coffee cups and serving spoons before the venue setup.
Open and ventilate the room at least 60 minutes before guests arrive. Set up tables and chairs first, then the buffet and lounge area, so the programme can start without moving furniture.

Frequently asked questions

How far in advance should I organise a henna party?: Start planning 8 to 12 weeks ahead, especially if you need to reserve a venue, henna artist, caterer and photographer. Finalise the programme, seating plan and henna design during the final 2 weeks.
When should invitations for a henna party be sent?: Send invitations around 6 to 8 weeks before the party. Set the registration deadline 7 to 10 days before the event so you can process responses and collect dietary requirements.
How long before a henna party should the venue be set up?: Allow at least 2 hours for the complete setup, including tables, chairs, buffet tables, decorations and the lounge corner. Open and ventilate the room 60 minutes before guests arrive.
How much time should I allow for henna during the party?: Ask the henna artist how many guests they can serve per hour, then add a 20 to 30 percent buffer. The number of designs, their complexity and whether guests are served one at a time will determine the final schedule.

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