I made this holiday party checklist for you
Making a (to-do) list and checking it twice
This feels like an appropo time to say: season’s greetings!
Last night, my friend Hope hosted us for the cutest Scandi-inspired fondue and cookie party. My body is now made up of 22% gluhwein and 78% sugar cookie… such a fun idea for a girls’ gathering. We officially decided it’s a new holiday tradition.
We’re in the thick of readying the house for this weekend’s holiday soirée. As I started sending my husband stream-of-consciousness texts of party to-dos, I thought I’d actually write down — a novel idea! — all the little tasks I have swimming around my head to share with you.
Inspired by ’ holiday menu playbook (so so helpful if you’re captaining Christmas dinner) I created my own holiday party prep list below.
Here’s a Google Doc of my party checklist below that you can copy, modify, and print! If you’re hosting a party this weekend, I hope it helps you with your last-minute to-dos. If you’re my party guest — feel free to skip over this letter. You don’t need to know how the magic happens! ;)
P.S. Yes, I officially call our party a “holiday soirée” because I think it makes people feel they need to dress up, which is the intention. When people look good, they feel good, and everything is MORE FUN. Facts.
In the month leading up
Shop for your outfit.
Check stock of disposable hand towels, cocktail napkins, bathroom soap, tealights, taper candles needed.
Order serveware and party decor. I like to add one little party “splurge” to our collection each year, like a pretty cake server or champagne bucket.
Text guests as they RSVP to let them know how excited you are that they’re coming!
Two weeks in advance
Finalize bar menu.
Place the order for rentals. This year, I waited until a week before, and the rental company ran out of coupe glasses (as a result, I paid for FedEx 2-day shipping and am now going to be the regretful owner of 14 coupes…). Do this early if you can!
Order specialty ice.
Send out a final reminder to RSVP.
A week in advance
Make a playlist! For the holidays, I like starting with classic Christmassy tunes before going into more bossa nova / jazzy / electronic music.
Decide on beverage quantities and buy sparkling water, NA drinks, beer, wine, and liquor.
Confirm final guest count with the caterer.
Send guests a personal text. If it’s a big group, focus on those who don’t know anyone else at the party or that you suspect are more likely to cancel.
Review the guest list and make notes on who you want to introduce to whom at the party.
Monday
Send out an event reminder. This year, I included a handful of super brief guest bios to try to better facilitate conversation and connections.
Clear the fridge out.
Text the neighbors letting them know you’ll have music on, guests parking out front, etc.
Thursday
Confirm specialty ice delivery.
Clear front / back yard of leaves and debris.
Print cocktail menu — here’s a template you can use.
Borrow additional party / serveware from friends.
Buy any other groceries needed. This is when I pick up fruit for cocktail garnishes, anything for the charcuterie board, etc.
Buy flowers, arrange floral, and decorate.
Friday
Pick up rentals.
Have the cleaners come.
Clear the coat closet.
Move furniture to the basement.
Set up cocktail tables, dessert table, and glassware.
Check the powder room for fresh soap, candle, empty trash, and disposable hand towels.
Write your notes for a brief (1-2 min!) toast.
10:00 am
Work out (OK, this is aspirational for me… but I do think this is so helpful for setting the tone for the day if you can squeeze it in!).
Buy large bags of ice.
Send out reminder to guests with phone number, address, parking.
Clear dishwasher, trash, recycling.
Specialty ice gets delivered.
Set up the water station.
Place a speaker outside. We throw a speaker into a bush into a bush out front, and guests are always delighted by the outdoor tunes.
4:00 pm
Shower, get dressed, do makeup and hair.
5:30 pm
Caterers arrive — provide instructions on trash / recycling, coat closet, timing of food.
Arrange cheese and charcuterie board.
Set out any other food on the buffet table.
6:30 pm
Start the playlist.
Early helper friends arrive — assign any last-minute tasks that you need help with.
Dim the lights, light tealights, turn the fire on, turn outdoor lights on.
Put specialty ice in the ice bucket, fill beverage tubs / champagne bucket with ice.
Move batched cocktails, champagne, beer, wine, Ghia, seltzers into beverage tubs.
Set up garnishes on the bar.
7:00 pm
Light taper candles.
Guests begin arriving — offer guests drinks and take their coats.
Keep an eye on and replenish plates, glassware, cocktail napkins, disposable hand towels, ice, and water as needed.
Make a toast thanking guests for coming (I usually have my husband do this). It can be *super* short and sweet, but there’s a reason why speeches are such an important and sentimental part of weddings — they mark the occasion and create a sense of togetherness.
Make introductions between guests, focusing on newer guests who don’t know anyone else.
Take lots of photos (more than you think) and have fun!!
In case you missed it
GUEST BIOS?! You are super woman, I love that idea.
I love so much the party week schedule you shared. So useful! I love hosting too, and it's always so interesting to read about the way others approach prep week. I'll definitely refer back to your list!