Last Minute Stress-Free Party Plan

Emergency!  You have to plan a party and it’s last-minute.  Panic!

Maybe the original host has fallen ill.  Maybe everyone forgot about an important event and you’re stepping up.  The circumstances don’t matter.  What does matter is that now you have a party to plan that you weren’t expecting.

So I won’t ramble – you have work to do!

Choose the date

This was a surprise or, at a minimum, rather urgent so you probably don’t have a lot to work with here.  If you had more time then you could poll your potential guests and compare calendars and sort out what it works.

But this is last-minute so there are only two factors in your decision:

1. When are you available?
2. When is the guest of honour (or multiple important guests) available?

That’s it.  Don’t make it more complicated than that. 

For each step I’m providing you with time limits.  If you haven’t reached a decision within that time limit then just pick something.  Seriously!  This is last-minute, everyone will have to adapt – “done is always better than perfect.”

Time limit = 60 minutes

Choose the venue

As this was last-minute, you’re probably not looking to rent a location.  Once again, your choices are limited:

1. Choose someone’s home from among the invitees
2. Have it at your own home

In most situations, the best option will be your own home if you’re planning the event.  That will give you more control over the party plan.

You could consider a public location but that will depend upon the number of people attending.  You could try to make a reservation at a restaurant or pub or bar.  If they don’t charge a booking fee then this might be the fastest and least stressful option.  But booking short-notice is tricky.

Having trouble deciding?  Have you exceeded the 60 minutes time limit?  Then you’re having this event at your place – accept it and move on to the next step.

Want to stay on budget while you plan this party?  Try using the Christmas Planner Budget spreadsheet – it doesn’t have to be Christmas to plan an event budget!

Time limit = 60 minutes

Get a headcount

NOTE: From this point forward, I’m going to assume the party is being held at your own home as that’s the most likely scenario.  I’m also going to be ruthless with the prioritization – that’s the key to success for a last-minute event!

You have a few options to sort out numbers that really depend on your personal preferences (as long as you get actual confirmations):

1. Use social media – the typical choice is Facebook
2. Phone or text – if you have some time you could run through all the invitees
3. Email – dump everyone on a broadcast email
4. Use online services – www.punchbowl.com, www.evite.com, www.paperlesspost.com, etc.

The quickest way to broadcast the event is through Facebook or email.  But the best way to collect numbers so you can plan properly is through one of the online services.  

Online services take a bit more time to setup, especially if you can’t decide on a cute theme quickly (there are MANY options), but they provide you with quick access to the numbers.  And that includes invitees that want to bring more guests.  Plus, you can still choose to deliver the invitation through email or text and they usually have apps too.

If you do have a little bit more time, you could customize the invitations.  Zazzle has some really beautiful options plus you can personalize them further by adding your own image.  Pretty cool.

Time limit = 60 minutes

Choose a theme

Since you’re pressed for time here this may be something you didn’t want to consider.  However, this could be a way to reduce your own food or drink or decorations workload so let’s explore.  If the party occurs during a holiday season then you have even more potential:

1. Favourite food/drink theme – guests bring a batch of their favourite holiday cookies or cocktail fixings – works especially well at Christmas
2. Decoration theme – guests bring a holiday-related decoration (streamers, wreaths, ornaments, even party favours) – another great one for Christmas
3. Potluck theme – everyone brings a favourite dish (just be certain you’re clear about whether it needs to be a main course, appetizers/snacks, or dessert)

Ensure the guests are bringing something that will contribute to reducing your own workload.

Once you have a theme, be certain to communicate that to the guests!

Time limit = 60 minutes

Decorations and Party Supplies

Now is the time for a brain-dump.  Grab some notepaper (or electronic device if you prefer) and write down EVERYTHING you can think of that you might need for this party.  Don’t worry about whether you already have that item, the goal here is the list itself.

To get you started: coat rack, candles or decorative lighting, wreaths, streamers, party hats, noisemakers (think New Years’ Eve), tablecloths, tableware, napkins, etc.

List Time limit = 60 minutes

When the list is complete (or the time limit is up), THEN you start searching your home.  If you already have a suitable item then check it off the list.  If not, hit the Dollar Store or go online for quick delivery items.

Searching/Purchasing/Ordering Time limit = 3 hours

Food

Who can plan a party without food?  There are many options to consider: catering, sit-down dinner vs buffet, potluck, finger-food, snacks, etc.

Your preference might be cooking yourself but please consider the timeframe.  When you’re pressed for time (and you ARE) then look at what’s easier to manage.  If you chose potluck as the party theme then you’re already ahead of the game!

Here’s what I recommend based on your circumstances:

1. If money is not a concern (perhaps all the invitees will contribute) – then definitely choose catered.  Your efforts can then be spent on menu selection (and cleaning and decorating your home).
2. If the invitees are foodies – go with the potluck so everyone can show-off and share
3. If it all falls to you:
   1. Consider a delivery service for the mains – pizza, sandwich trays, sliders, etc.  Choose items that will do well at room temperature.
   2. Forget about main courses completely and go with just finger-food – the guests will have more variety and can mingle more freely (and the cleanup is probably faster)

If you don’t have food catered then check out your local grocery store.  Many of them offer decent food trays and prepared food.  Also consider your grocery store if you need a cake.  They are likely to have a much faster turnaround time than a bakery.

Planning Time limit = 2 hours

In most cases, I would recommend against cooking yourself for the party.  However, if you REALLY want to go that route then you’ll need extra time on the day of the party.  Think about it!

Cooking/Preparation Time limit (typically on the day of the event but cook ahead as much as possible) = 4 hours

Drink

I really only have one recommendation for last-minute events when it comes to alcoholic drinks – guests should bring their own.  That way everyone will have what they like and if they run out, it’s not your fault!

But I would recommend you stock:

1. Ice
2. Soda or Tonic water
3. Some sort of cola
4. Some other carbonated soda option

Planning and Shopping Combined Time limit = 2 hours

Entertainment

This is a last-minute event so I wouldn’t focus very much on entertainment.  With the exception of music.

Tag a couple of the invitees (the ones you know are into music) and tell them they’re in charge of the music streaming.  All you need is the equipment to allow them to stream easily.  They’ll enjoy the fun of being the DJs and it’s one less thing for you to worry about.  

If the group is into games then you probably already have some ideas you can work with.  If they’re not, then you don’t want to push them into that anyway – just let them mingle.

Assign DJs Time limit = 60 minutes

Photography

Last-minute or not, you’ll want to have some memories of the event.  You can tag different invitees to be the event photographers or you could set an alarm for every hour during the event.  Whenever the alarm goes off, shout “photos” and have everyone grab their phones.  You’ll have some amazing and zany results!

Time limit (to ensure your alarms are set) = 30 minutes

Day before the party

This is the day you focus on ensuring your shopping has been completed.  Anything that is on your lists, go get it!  Hopefully, you haven’t left it all to this day… but you’ve been busy so that might be the case!

Get all the food and drink, any special items for the party theme, decorations/party supplies, entertainment, etc.  I suggest doing this the day before the party so that you still have time on the day of the event for any items you forgot.  It’s a last-minute event so chances are you’ll forget something.

Time limit = 4 hours

Party Day

Time limit = 4 hours

Now get yourself ready.  If you wait until later you might run out of time.  After you’re ready then you can focus on setting up with decorations, food, etc.  Guests who arrive early can be put to work helping with the setup.  Afterall, you were the one who ended up hosting in a panic – it’s the least they can do.

Take a deep breath and enjoy the event.  Admire what you slapped together and graciously accept the accolades from the guests!!!

Wish I were there to see it.

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