This is the season of gathering and hosting. We love to open our homes up to our loved ones in the spirit of spending time together and creating memories. That being said, this is also the busiest time of year for most of us! The truth is, we don’t always get weeks and weeks for party prep. Sometimes we have very little notice and sometimes we have notice but no time to do anything. Today we’re sharing an outline of how we prepare to host a party (of any size) within one week. Use these ideas and tips to plan out your own party and let us know how it goes!
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6 Days Before
Six days before your event is a great time to tie up any loose ends when it comes to your guest list. Do you know who is coming (and who isn’t)? Do you know about any allergies you should account for in your menu? Knowing the exact size of your party and specific considerations is a critical first step in party prep.
Hostful Hack No. 17: Responding to guest offers. If guests offer to bring something to contribute to the menu and you have everything covered, you can simply thank them for their offer and ask that they just bring themselves. However, if you would like to accept their offer, share what you will be serving (both food and beverage) and be specific with what they can bring. For example, request their specialty dessert if they’re known for a specific recipe, their favorite beverage, or a cold appetizer such as veggies and dip.
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Now that you know how many people are coming, it’s time to give some thought to the layout of your party. Do you want to serve food already plated? Family-style? Or maybe a buffet? No matter your choice, understanding how you want to serve your guests will guide you when it comes to thinking about things like tables, seats, counters, and food storage.
We like to think through our party chronologically, as a guest. First things first: Upon entering our homes, how do we want to be greeted? What kinds of appetizers will be offered and where will the bar be located? From there, where are people most likely to hang out while the finishing touches of dinner are happening (spoiler alert: it will be the kitchen!). How will your guests know where to sit when dinner is ready? Going through the party step-by-step can help you plan your layout.
Using your layout, think about decor for your party and your needs. Do you have enough tablecloths and napkins? Will you need different or more serveware? Make a list of needs that you can shop for later in the week. For large crowds, we like to use this eco-friendly paper plate set to make cleanup a breeze.
Hostful Hack No. 7: Go generic. When purchasing paper goods, try to choose generic themes and/or colors. This way you can repurpose unused or gently used paper goods for future gatherings.
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This step is where the Notes App really shines: we keep two lists running before a party. One list for groceries and another list for decor needs (sorted by store). We always have our list handy for reference as we’re out and about and we can always jot down ideas as they come to us.
5 Days Before
With your guest count in mind and dining style identified, it’s time to plan your menu. Making sure you account for any dining restrictions, it’s a best practice to choose only recipes you’ve made (and enjoyed!) before. A dinner party is not the time to try making a new dish for the first time!
If you’ve decided to go semi-homemade or have your meal catered, now is the time to order any and all food you’ll be needing for your party.
Hostful Hack No. 10: Dress it up. For ready-made meal options, add a garnish or fresh ingredients for a homemade feel. For example, use a premade dressing on a pasta salad, add savory herbs and spices to ready-made side dishes or sprinkle fresh toppings on a premade pizza, cake, or pie.
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Recipes (or take-out menus) in-hand, make a list of all the ingredients and measurements you’ll need to accomplish your planned menu. Once you have a master list, check your fridge, pantry, and spices to cross off ingredients you won’t need to purchase.
Hostful Hack No. 1: Make a list. Prior to shopping, make a complete list of meals, snacks, and beverages you plan to serve. From there, write down every ingredient or item you will need to fulfill that list. As you write them down, group like items together to make shopping a breeze. Finally, go through your pantry, refrigerator, freezer, and cabinets to check off the items you already have on hand. This will leave you with the only items you need to purchase.
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Don’t forget to account for drinks in your menu, too! Shannon likes to offer soda at her parties in glass bottles, when available. It adds a special and festive touch to a non-alcoholic beverage option. For a large group, you might want to consider creating a signature cocktail that can be made to scale with your party.
One of our favorite Hostful Hacks is ordering groceries for pickup. It adds no additional expense to your overall bill, but placing your order ahead of time can help guard against forgotten items and a last-minute panic. Arrange for your order pickup two days before your event.
Hostful Hack No. 5: Plan similar, easy dishes. Try to plan dishes that use the same type of ingredients and require less than 5 to make. You will save money by purchasing more of the same type of ingredients and less number of ingredients overall.
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4 Days Before
Trust us, your future self is going to thank you for this one: It’s time to clean your house. We focus our efforts on all the rooms that guests will encounter during the party. Typically, this is the kitchen, dining room (or wherever you plan to eat), living room, and guest bathroom. Taking some time now to dust, wipe, and vacuum means that you can do a quick tidy before guests arrive and welcome them inside with confidence.
Hostful Hack No. 22: The vacuum hack. Sprinkle baking soda on area rugs in high traffic areas. Wait 15 minutes and vacuum up the powder. This will leave rugs and rooms smelling fresh!
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This isn’t to say you need to clean every bit of your house in order to have loved ones over. It’s actually quite the opposite! We’ve certainly been known to pull a pile of laundry into a bedroom and close the door behind us. No matter what, remember that your loved ones are there to see YOU. Promise.
Hostful Hack No. 20: Bin or bag it up. If you do not have ample time to prepare for your guests’ arrival, go through your home with a bin or basket (a laundry basket is perfect!) and a trash bag. Fill the basket with random items laying around and place it in an inconspicuous place. Fill the trash bag with any trash and throw it away. After guests have departed, you can go back to the basket and put everything where it belongs.
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3 Days Before
Day 3 party prep is all about strategy. Revisit any recipes you want to make and start creating your plan. What can be made or prepared ahead of time? What needs a lot of time to cook and how do you want to manage oven time? Write out what steps you’ll need to take and work out your timeline.
Our timeline includes detailed notes on things like when to start preheating the oven, when to add more ingredients, when to light candles, and when to set up the bar. Don’t forget to plan a few minutes for yourself before guests arrive to freshen up and calm your mind! After all, you did all this planning in advance so you can be present for your party.
2 Days Before
Time to shop! You’ll want to pick up your grocery order today and take care of as many decor-related errands as possible (this is where the Notes App comes in again). Refer to our centerpiece recipe to make sure you’re covered. Use this day to gather your non-perishable decor items for the party in one central location.
Hostful Hack No. 40: Add sophistication with stemware. To add an element of sophistication to your tablescape design, set stemware at each place setting whether you intend to serve a glass of wine, a specialty cocktail, or ice water.
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Today is also a good day to finalize any extra decorating you may want (Christmas trees, decorative pillows, a poinsettia by the door…) beyond your tablescape.
The Day Before
24 hours to go! Use this day to purchase flowers and create your own flower arrangements for your tablescape and throughout the house. We really like Trader Joe’s selection for flowers and try to find flowers that will compliment our decor.
One day before your party is also the time to set your table(s). If you plan on using placecards, this is a good time to create them and place them around your table. For your centerpiece, just stick to our tried-and-true Tablescape Recipe and you’ll be great!
Hostful Hack No. 37: Build layers. Incorporate layers of varying textures, patterns, and colors throughout a tablescape design to add visual interest. Layering entertaining essentials, table linens, and decorative accents throughout your table decor will help make the design look more complex and sophisticated.
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As you set the table, go ahead and arrange your serving pieces as well. Candles also go into candle holders on this step. Don’t want to use a real flame? Shannon swears by these battery-powered candles as a safe alternative.
Party Prep: Day-of Your Party
Game on! This is the day your week of party prep pays off. Your house is clean. Tables are set. You have your recipes ready and a plan to manage the timing of everything. One of Shannon’s tips is to use your phone’s alarm to set reminders for yourself throughout the day to reflect your plan. That way your oven is preheated when you need it and your ingredients are prepped so no recipe is held up.
Hostful Hack No. 110: The wine chill hack. Chill a bottle of wine quickly by wetting a few pieces of paper towels or a kitchen towel with cold water. Wring out excess water and wrap the wine bottle with the wet towels. Place the wine bottle in the freezer for 15-20 minutes. Be sure to set a timer so you do not forget about the bottle or else it will burst!!
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Discuss your plan with those who live with you so they understand everything you have going on and what you want/need to get done by and by when. Ask for their help and delegate as much as you can, especially the cleaning and tidying.
Hostful Hack No. 113: Think outside the box table runners. Use throw blankets, scarves, or themed wrapping paper as decorative table runners.
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Finally, before your guests arrive, take a moment for yourself. Listen to your favorite song, light a candle you love, and use this time to mentally prepare yourself to greet your loved ones warmly and be present for the party. Appreciate all of your hard work! And, above all else, make sure your own cup is filled so you can fill the cups of everyone you’ve invited over.
Hostful Hack No. 121: This is probably the hardest hack, but it’s also the most important. Try to plan to be ready an hour prior to your party and begin to have some calm, quiet time. This will help get you centered and mentally, emotionally, and spiritually prepared for your guests’ arrival. The more relaxed you are when your guests arrive, the more relaxed they will feel to be there. Tip: Get yourself “ready” first thing that day, so you only have to “touch up” an hour to your gathering. This will give you more time to relax within that time frame.
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Hap-bee hosting!
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