How Do You Prepare for a Big Party?

[Haven]

This is a spin-off of Zoe's dinner party thread. Reading everyone's dinner party menus made me wonder how everyone prepares for a big event in their home.

We're having our annual Apple Fest tomorrow, and we're expecting around 40 people including the kids. We host a handful of 20+ people events every year, and my husband always chuckles at the way I prep for them. However, this is the best way I know how.

Here's how it goes:

General
- I make a file for the event on my computer and keep a list of the guests who are coming so I can have a head count, the menu and the amount of servings I plan to make for each item, the activities I want to create for the kids on the day of, and any items I need to buy for the event. I update this as we go along, of course.

Menu and Food
- Menu: I start looking for good recipe ideas at least a month ahead of time so I can try any iffy recipes out before the actual event.
- Shopping list: The weekend before the event I type a huge list of all the food items I'll need to make all of the recipes. I then go through and combine like items so I have only one line for each item (e.g. if three recipes call for a total of 18 eggs the list only reads "18 eggs). I delete any items I already have on hand, and once the list has only the things I'll need to buy I organize them based on the order that I'll be buying them in the actual grocery store.
- Schedule: I type out a schedule of when I plan to make each dish the day before and the day of the event. (For apple fest we make all of the apple dishes together after we go apple picking, so I like having a schedule of when to start each dish.)

Preparing the House
- We clean out the fridge two days before the event so we'll have enough room to store everything.
- We decorate the house one or two days before the event.
- I take out all the dishes I'll need for cooking on the day of the event and I put little post-it notes in them with the name of the item that will go in them.
- I mix all of the dry ingredients for the day-of dishes in tupperware and label them with post-it notes so I don't have to measure anything the day of the event.
- I put the tablecloths and other dressings (still folded) onto the tables the night before.

DH thinks I'm hyper-organized, but the thing is that I like to be *calm* and collected on the day of the event so I can actually enjoy it, and this is the only way I know how to do that. I also need to see everything written out in order to keep things straight in my mind. I'm wondering if anyone has a better method for preparing to feed and entertain all these people!

I'm super excited for Apple Fest. I'll post pictures once it's over. Here's hoping we have a nice, dry, sunny day tomorrow!

What do you guys do?

 

[tyty333]

Sounds like you have a great plan! Have a wonderful day!

I usually plan by stressing out...thats why I dont throw parties. My big dinner for the year is either Thanksgiving or
Xmas eve and I'm done.

 

[Matata]

LOL Haven....you are very organized but you definitely work too hard. I call: 1) the housekeeper to clean the day before and
2) the caterer who prepares the food.

 

[Haven]

LOL Haven....you are very organized but you definitely work too hard. I call: 1) the housekeeper to clean the day before and
2) the caterer who prepares the food.

Haha Matata. I WISH I could call the housekeeper and the caterer, but I am just too cheap!
I do feel like there has to be a better way to prepare, though, even when you do all the work yourself.

The good news is that DH always cleans everything except for the bathrooms. So, he's my housekeeper.

I'm making butternut and apple harvest soup right now and my house smells like fall. Divine.

 

[packrat]

Holy cow Haven!

I email/call people/post on FB and let them know the date/time and what we'll be providing, and then tell them to bring whatever, but to try and let us know so we can pass the word along so we don't end up w/3 potato salads. I do a follow up email a few days before.

We clean, knock ourselves out sprucing up the yard so it's wow-worthy..and that's it.

 

[packrat]

Holy cow Haven!

I email/call people/post on FB and let them know the date/time and what we'll be providing, and then tell them to bring whatever, but to try and let us know so we can pass the word along so we don't end up w/3 potato salads. I do a follow up email a few days before.

We clean, knock ourselves out sprucing up the yard so it's wow-worthy..and that's it.

 

[artdecogirl]

I plan much like you Haven, We host 2 large parties every year, a easter and a fall event, ours is not until the 23rd. We have invited about 60 people this year, we had about 40 last year. 6 weeks before we plan a guest list and menu, 4-5 weeks before we make and send out the invites and DH starts making the pumpkin pinatas and planning the trail of terror through the woods, we also hunt down about 40 pumpkins for carving. about a week before we do a full house cleaning and yard work then we cook anything we can the 2 days before we get out all the dishes and serving dishes and lay them out on the counter with say the buns for pulled pork I will put the bag in the basket next to the roaster that is waiting for the pork, chips sit in their bags in the bowl on the buffet line, coffee pots are put out for cider and coffee with the filters , coffee and cider next to the pot. If I make a potato salad the day before I will lay the serving spoon on top of the bowl in the fridge so it is ready to set out on the buffet. The day of, last minute cooking is done, I do the dishes, get the beverages on ice, go through light candles and lay out guest towels, take out the garbage and just check and make sure everything is done. Hopefully I have time for a glass of wine before everyone arrives
You have skills to do the cooking while the people are there, I envy them, it seems organization is the key to enjoying your own party, I do not think you go overboard at all.

 

[wannaBMrsH]

Wow! Haven you are SUPER organized!

DH and I decide on a theme and then spend a few weeks buying all the decorations and preparing the menu. Recently we hosted a lady-bug themed Sip N See for one of my college friends and one of his friends is about to propose in the next few weeks and we are hosting a diamond themed party for them.

For both of the above, I wanted to have photos of the people we were honoring since it was at our home and not theirs, so I scheduled time to meet them somewhere and get photos. For the sip n see, I brought a red blanked and had my friend dress both of her kids in beige and red clothes and for the couple getting engaged, I took advantage of a black tie we went to to get some cute photos of them dressed up before the event.

Month before event:

-Decide on date and make invites (paper invites or evite depending on what we are doing)
-Schedule Photos if I need them or collect whatever items I need
-Order cake if I need to (I ordered a really pretty cake with lady bugs crawling all over it for the sip n see and I ordered a heart shaped cake with edible diamonds for the engagement party, but I haven't see it yet!)

Two weeks before event:

-Finalize Menu and ask for help if I will need it
-Complete any shopping for decorations, etc.
-Call anyone who hasn't responded to invitation to confirm that they received it

One week before event:

-Make sure DH has the yard and outdoor areas looking good
-Get a final headcount
-Buy all non-perishable items (plates, cups, napkins, sodas, beer and wine)

Three days before event:

-Shop for all grocery items needed
-Handle any grooming issues that shouldn't be done day of party (haircuts, mani/pedi, eyebrows, etc.)
-Make sure we all have appropriate clothing and send anything needed to cleaners or tailor

Day before event:

-Bring in the housekeeper to clean the house top to bottom
-Begin decorating
-Make items that can keep such as Sangria mix, cookies, cupcakes
-Begin to thaw out chicken or beef if necessary
-Pick up any necessary items from the cleaners/tailor
-Pick up the cake
-Charge the camera

Day of event:

-Wake up early and spot clean the house if needed
-Get all food going
-Have a great time
-Make sure that I am showered and ready at least one hour before first guests are scheduled to arrive. I learned this very much the hard way. It's less embarrassing to have people walk in and see you working in the kitchen looking fabulous than it is to have them come in and make awkward conversation with DH because I am still in the shower or having them catch me with dripping wet hair!

 

[PilsnPinkysMom]

Thanks for starting this thread! I'm hoping that more people keep adding on tips and suggestions.

DH & I will be hosting a costume party. The only "events" I've ever hosted were college parties (kegs + cups + music + snacks = DONE!) and family holiday events, where are usually informal and everyone prepares food together.

The cleaning and decorating is easy enough, but I'm wondering how I'll prepare food & drinks but not wind up stuck in the kitchen all evening. It's not a sit-down dinner, but I would like to keep beverages and hors d'oeurves available throughout the evening.

I'm enjoying reading about food prep, so keep the insight coming!

 

[Haven]

Thanks for starting this thread! I'm hoping that more people keep adding on tips and suggestions.

DH & I will be hosting a costume party. The only "events" I've ever hosted were college parties (kegs + cups + music + snacks = DONE!) and family holiday events, where are usually informal and everyone prepares food together.

The cleaning and decorating is easy enough, but I'm wondering how I'll prepare food & drinks but not wind up stuck in the kitchen all evening. It's not a sit-down dinner, but I would like to keep beverages and hors d'oeurves available throughout the evening.

I'm enjoying reading about food prep, so keep the insight coming!

This is the hardest part, in my opinion. For most of our events I don't want to be in the kitchen. Since Apple Fest is all about picking apples together in the afternoon and then making food with them for dinner, then we all spend the day in the kitchen together.

I always make things that I can at least prep a day or two before the event.

Our mains for Apple Fest are:
- Baked mac n' cheese for the kids (which I already prepped so it just has to go in the oven tomorrow)
- Butternut squash and apple harvest soup (which I made today so I just have to heat it up tomorrow)
and
- Turkey chili (which will be made in my slow cooker tomorrow while we're apple picking!)

Our big sides are:
- Sausage, apple, and cranberry stuffing (prepped today, just have to mix the liquids with the solids and bake tomorrow)
- My mom's meatballs (she made and will bring tomorrow)
- Apple cole slaw (making it tonight before I go to bed)

Make-aheads are the only way I survive events. As for drinks, we always set up a cooler in the yard and stock it with sodas, and I make a punch or two, and I set out several pitchers with ice water, iced tea, and juices.

We should have a thread on good make-ahead dishes for parties. I could really use some new ideas.

 

[Ninna]

Very Organized replies!
We mostly do outdoors, call a week ahead and do a simple BBQ/Wok something...my favorite
After a few sit down dinner trials, I have learned not to cook for more than 20 people..it's just too much for one. We have a wonderful caterer close by with great prices and service, his minimum is 25 people, perfect!

Month before the event:
I make a list and send out invitations.
Then plan the menu, double check seasonal items, special diets and favorites [from past parties]
Make 'to do list' and start checking serving dishes, china and silverware.
Start bothering DH with indoor/outdoor lights and Drinks.

3 weeks before:
Make grocery lists.
Make decorations.
Check for dead plants & replace or trim.
Schedule cleaning lady for an extra day the week of the event, I'm a messy cook and ovens must be cleaned.

2 weeks before:
Double check RSVP's.
Prep pastry and breads and freeze.
Make 1-2 side dishes and freeze.

1 week before:
Have refrigerator clean and semi-empty.
Check what I'm going to wear and hair.
Have DH check the yard/music.
Last chance to do grocery shopping.
Deep cleaning.

2 days before:
Prep/chop vegetables bag and refrigerate.
Chill drinks.
Clean, re-count glassware.

1 day before:
Clean, arrange and wrap fruit trays, refrigerate.
Cool dips, sauces and dressings get wrapped and refrigerate in their serving dishes.
Defrost dough and casseroles in the fridge.
Make dessert.
Make sure there's no dirty laundry in the house.
Cleaning lady.
Arrange centerpieces, silverware, wine glasses, etc at night and check lighting.
Go to bed early.

Day of:
Bake rolls [or?] first, then casseroles.
Start cooking.
Stop cooking 2 hours prior to the party. Wrap & Keep everything warm and get ready.

 

[elrohwen]

Our prep is pretty simple. For the food, I do what you do Haven - come up with my menu, keep a list, break it down by ingredient, create a shopping list, then list out timing for creating each thing on the day of (or day before if possible). I think it sounds complicated when you write it out, but it's really not. I always like to have stuff done at the same time and am constantly thinking it through in my head, so I might as well move things around on my list so they're in the order that I'll be cooking them in.

To prepare our house, we clean up, move the bunnies from our dining room to the upstairs hallway where they'll be out of the way, move the dining room table against the wall (so it's more of a buffet set up, and opens up the room), set the dining room chairs around the dining and living rooms as extra seating, and set up the beer pong table in the garage, just in case That's pretty much it - I'm not into seasonal decorating at all, so I don't do anything special for parties either. The cleaning is my least favorite part. We would have far more parties if I would just hire someone to do the cleaning (or if I could con DH into doing it)

 

[luv2sparkle]

Interesting thread Haven! I love to hear how others do it. I usually host one or two big parties a year. One is usually for my
bunco group. This year I am doing a bridal shower for at least 50, on Oct. 23.

I have really been planning the little details for about a year. Very shortly, I will begin the massive cleaning. Taking done curtains,
and washing them, cleaning the carpets and upholstery, going through the house and cleaning every single baseboard and cleaning
all the blinds. Husband is repainting an upstairs bath, and I bought new curtain over the shower and new shower curtain. I will also
be touching up cabinets with a light sanding and touch of stain. We will also go through the yard and do a lot of trimming and
add new flowers to window boxes and planters.

For the food this time, I am making huge salad and grilling shrimp and filet mignon on skewers. I recently discovered 'We Olive',
a store in CA that has the most amazing olive oils. I have never been a olive oil fan, but this stuff is amazing. In fact, I have
never really liked salad, but with their oils and balsalmic, I could eat it for breakfast. I am going to make a dressing with
Blackberry/Pear balsalmic and Meyer lemon olive oil, serve rolls and a fruit salad. I am having a cake made at a local
bakery that looks like a tiffany box!

I am decorating my stairs with jeweled tulle, and big bows, have made two bridal quilts to hang, ordered a large photo on
canvas of the couple to hang in my entry, and purchased other items to decorate with.

Here is a couple shots of the quilts before the quilting. The one on the wall is basically a table cloth. I have a large granite
island in my kitchen and I am going to throw it over that and put the food on it.

 

[rosetta]

I've never planned a big event but your prep sounds very impressive Haven. I would like to come to one of your parties. Have you ever considered becoming an event planner?

 

[artdecogirl]

Luv2sparkle, Those quilts are gorgeous!!! you have such a talent and I love the colors.

 

[luv2sparkle]

Thanks Decogirl! The colors are Sarah's wedding colors-more or less. Her colors are burgundy and champagne. I am not
that great of a quilter, but these may end up being the most expensive mementos I have ever given. My sewing machine is
not giving me a great quilting stitch and I may have to buy another. Hopefully, I can get it fixed. I am running out of time
here!

 

[MichelleCarmen]

Your good planning and organization sound key to you having a great time w/a big party. Nothing worse than not setting everything up perfectly and being stressed out.

The largest group I've had at my house has been about 20. I usually just make lists and go from there. Handwrite everything b/c I generally come up with most of my ideas while driving down the road (yes, I write on paper while I'm driving - lol).

 

[soocool]

Not including holidays:

Five couples or less, I cook and usually serve buffet style. DH or one of our friends usually volunteers to be bartender.

Summer events are usually cookouts and held outside if it doesn't rain. These are the easiest because everything is served on disposable plates, cups, etc.

Larger adult parties are catered. I find this is easier because DH and I can spend time with our guests and we don't have to worry about when everything is ready, etc. We have servers, a bartender, and a clean up crew. It is worth every penny!

 

[JewelFreak]

We used to do big parties but I got tired of making a lot of food & having people accept & not show, leaving me with a mid-size party & a ton of leftovers (not too much of a chore to eat, though!). I was never as organized as Haven, holy mackeral! I admire you.

I love to cook, usually do it now for small groups & more often than one or two big ones per year.

--- laurie