Planning My Twins’ Birthday Party: Behind the Scenes with The Party Teacher (part 3)

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I’m planning my twins’ 11th birthday party and taking you through the process as I go, so you can see exactly how and when I do everything to pull off a party. Over the next few weeks, keep tuning in on Tuesdays, and I’ll share with you where I am in the party planning process. And don’t miss my party lessons at the end of each post.

Go behind the scenes as a party planner plans her own twins' birthday party and shares her favorite tips with you-part 3

Catch up with part one and part two.

I am freaking out

So, is “completely freak out” part of the party planning process? It is for me at the moment. (See, it happens to all of us!) “For a variety of reasons” (as a friend of mine likes to say), I’ve lost about two weeks in the party planning process. Hence, the freak-out.

Maybe it’s just me, but I always feel better with a to-do list. Getting everything out of my head and onto a list makes me feel more in control. This part is up to you, but I like to make my lists online so they are:

Nice and neat
Easy to update
But mainly so I don’t lose the paper I wrote the list on

Using a tool like Evernote is perfect for this because then my list also is accessible from my phone when I’m shopping via the Evernote app.

Breathe, Jennifer: breathe

Now you may look at my list and think it’s hyper-detailed, but I like to check each step off. It’s my little motivator. I think listing each step (buy printables – send to print – pick up – trim) also helps me be realistic about my time … ’cause I have a *little* tendency to think I can do more in my waking hours than a normal person. And, let’s face it, I can’t. I can’t even stay awake longer than the normal person to do some night-time crafting — especially not when the siren song of Gilmore Girls on Netflix is calling my sleepy name.

So this is where I am. As I was making my list, I checked my activities against my Week-by-Week Party Planner (get it using the sign-up form below). That way, I don’t forget anything I may need to add to my to-do list.

I’m sure this list will grow as I go along.

For instance, late yesterday I got a call back from the rental location I was considering. I wish it could work, but I’d only have two hours to set-up and I know that isn’t realistic for me. (Setting up at an away location — what a chore! — usually takes me 6 hours with an assistant.) So, that means I really need to add “figure out how the heck to seat 18 girls in my house” to the list. But, tomorrow is another day.

The next thing to do is for me to mentally group these to-dos together into like tasks. That will help me be more efficient:

Local errand running
Online shopping
Crafting day
Tidying / cleaning day

Jennifer’s Selfie Party To-Do List

DESSERT TABLE

Test Instagram red/yellow/green/blue stripe runners w/ WM fabrics
Gather / edit photos
Send photos to marshmallow lady
How display cakepops? Order new cakepop stand? (Papa Santone?)
Follow up with cake lady

DESSERT TABLE BACKDROP

Order Instagram frame backdrop – DONE
Order XL pic of M&G to fit in frame
Tape pic in Instagram frame
Buy heart and # sign marquee lights – DONE
Order Selfie Party banner from AndersRuff – DONE
Test arrangement

PHOTO BOOTH

Order Instagram frame prop – DONE
Order selfie banner – DONE
Order felt garland – DONE
Order heart garland – DONE
Order tissue honeycomb balls – DONE – do I need more? Larger balls?
Where to place photo booth?
Silhouette cut hashtags (double glue or buy thicker cardstock)
Mount hearts and hashtags on sticks

FRONT DOOR WREATH

Choose design
Craft wreath

DINING TABLES

Seat 18
Do I have enough Ikea Stools? (If not, Sweet Seats)
Wide yellow runner w/ square photos in placecard holders?
Flowers – felt flowers?
Finish napkin rings
White napkins?
Choose Create UR Plate design and order
Test place setting
Buy 4 more black plates (Target)
Buy soda
Wrap bottles
Choose straws
Emoji stickers to forks?
Borrow folding tables from Sheryl?

RENTAL LOCATION?

Elm Street – have to fill out form to get price; then wait two weeks – SKIP
LM for Tricia at Latimer Hall – DONE – not available

GUESTS / INVITES

Make guest list – DONE
Order invites from AndersRuff – DONE
Have invites printed as 5×7 photos at WalMart
Order stamps
Buy envelopes
Mail/deliver invites

GUEST COSTUMES

Do I have enough XL shirts? (prob need 3 – have M try on)
Cost of appliques?
Make emoji top hat test
Order headbands?

PARTY FAVORS

Finish frames
Add thank you tags

OTHER

Order emoji balloons?
Set up Instagram account for M/G – DONE
Have carpets cleaned
Send printables to print
Pick up printables
Trim printables

ACTIVITIES

Make scavenger hunt list – start/finish?
Time the hunt?
Design scavenger hunt list
Explain Instagram hashtag and scavenger hunt rules – print on back of hunt list?
Buy two selfie sticks

DAY BEFORE PARTY

Pick up cookies
Apply clings to plates
Set dining tables (if party is at home)

DAY OF PARTY

Have balloons filled (Dollar Tree or Party City)
Hang front door wreath

Your party lessons for the week

If you lose time in your party planning — or if you’re just starting close to your party date — the to-do list is your friend. It will get you out of your head and calm your crazy. The to-do list takes away your biggest fear: forgetting something. And once that fear is gone, your focus will come back.

Even if you lose time, your to-do list can help you figure out what your priorities are in the time you have remaining. Because remember: you can always complete an item on your to-do list by deciding NOT to do it.

Get your crazy under control

Have you gotten your copy of my Week-by-Week party planning checklist? It’s the secret to how you can plan your next party without rushing around like a crazy person. Just fill in the box below, and I’ll send the checklist right to you.