Party planning timeline and checklist

Plan a party from first idea to cleanup, with a countdown timeline, shopping list, schedule and budget check.

Change note: Initial version

Prompt

Help me plan a {{occasion}} for about {{guests}} guests.

Details:
- Date and start time: {{when}}
- Location and space: {{venue}}
- Budget: {{budget}}
- Vibe I want: {{vibe}}
- Dietary needs, kids, accessibility or other must-knows: {{notes}}
- How much I want to DIY versus buy or order: {{effort}}

Produce a plan with these sections:
1. Concept: a short theme and atmosphere idea, plus 3 simple decor ideas that fit my budget.
2. Countdown timeline: tasks grouped by "4 weeks out", "2 weeks out", "1 week out", "day before" and "day of", adjusted to my actual date. If my date is closer, compress the schedule and say what to drop.
3. Menu and drinks: quantities per guest, with a mix of easy make-ahead items and the dietary needs covered. Include a rule of thumb for how much to buy.
4. Run of show: an hour-by-hour schedule for the party itself including one activity or icebreaker that suits the vibe.
5. Budget: a table with estimated spending by category that adds up to my budget, flagging where I can save.
6. Shopping and rental list, and a short "things people forget" list.

Use realistic estimates and label them as such. Keep the plan relaxed and doable for one organizer. Ask up to three questions first only if the missing information would change the plan significantly.

Variables

• {{occasion}}Type of partytext

  Default: 40th birthday dinner party

• {{guests}}Number of guestsnumber

  Default: 20

• {{when}}Date and timetext

  Default: Saturday in 5 weeks, 6 pm

• {{venue}}Location and spacetext

  Default: My backyard with a patio, seating for about 12, 15 ft by 20 ft

• {{budget}}Budgettext

  Default: $600

• {{vibe}}Vibetext

  Default: Relaxed, warm, string lights, good music

• {{notes}}Must-knowstext

  Default: Two vegetarians, one guest with a nut allergy, a few kids

• {{effort}}DIY levelselect

  Options: Mostly DIY, Mix of DIY and store-bought, Mostly ordered or catered

  Default: Mix of DIY and store-bought

Example output

**Concept:** "Golden hour garden dinner": string lights, mismatched candles, and a long table with shared platters. Decor: one lighting upgrade, a herb-in-pot centerpiece, a printed menu card.

**Countdown**
- 4 weeks: confirm guest list, invite, choose menu, check outdoor seating and borrow chairs.
- 2 weeks: order drinks and nonperishables, plan playlist, test lights.
- 1 week: confirm allergy needs, buy decor, plan a rain backup (patio cover or indoor corner).
- Day before: cook make-ahead dishes, chill drinks, set the table.
- Day of: lights, music, final food, one cleanup helper.

**Menu (20 guests):** two shared mains (one vegetarian), 3 sides, a nut-free dessert, about 3 drinks per guest in the first 2 hours. Label everything with nut-allergy notes.

**Run of show:** 6:00 arrivals and drinks, 7:00 dinner, 8:15 toast and cake, 9:00 music and chat.

**Budget (estimate):** food $330, drinks $120, decor $70, rentals $50, spare $30 = $600.

Notes

Working backward from the date turns a vague event into specific tasks, and the budget table keeps the plan honest. Add your guest mix, such as kids or older relatives, to adjust timing and seating.