A Step-by-Step Guide & When to Hire a Party Planner
So, you’ve decided to plan your own party. Maybe it’s a milestone birthday, an engagement, or a party just because you love throwing a party. You want it to look amazing, feel exciting, and create happy memories, but also don’t want to break the bank or burn out doing it. Sounds simple enough, until you realise just how many moving parts there are. Party styling, supplier coordination, lighting, guest experience, venue logistics, and a million small tasks no one tells you about. That’s where this party planning guide & timeline comes in.
This step by step party planning timeline will help you plan your party like a pro. If you need help along the way it will also show you how Feel Good Events can make your life easier if you’d rather hand the stress over to a party planning expert.
Step 1: Map the Party Vibe & Set Your Goals
Before you book anything, ask yourself:
What do you want your guests to feel, experience, and remember? This step is often skipped but it’s the most important. Your party’s purpose should shape every decision from music and lighting to food and furniture.
Tasks to do:
- Decide on the purpose: is it a high energy dance party, a relaxed dinner, or a luxe cocktail party?
- Choose the emotional tone (fun, elegant, outrageous, romantic, etc.)
- Think about the guest experience from arrival to goodbye
- Decide what you want people to talk about afterward
How Feel Good Events Helps:
We call this the Feel Good Formula. Our stylists work backwards from your goals to create the perfect vibe using lighting, layout, music, and décor. We’ll help you build a party that stimulates all five senses for maximum impact.
Step 2: Build Your Guest List with Purpose
Your guest list isn’t just about numbers, it also affects your budget, venue, furniture, food, and the overall energy of the party.
Tasks to do:
- Make a draft guest list
- Group guests by relationship types (family, work, friends, kids, etc.)
- Consider who brings the right energy for the kind of party you want
- Use this to estimate space, seating, bathrooms, catering needs
How Feel Good Events Helps:
We help you work out how many guests your venue can realistically hold and what seating, layout, or flow will best suit the group you’re inviting. Our team also helps avoid the common mistake of hiring a venue or setup that’s too big or dysfunctional for your guest mix.
Step 3: Research First, Spend Later
Before you lock in a budget, understand what throwing a party actually costs. The biggest DIY regret we hear? Blowing the budget early on the wrong things and forgetting essentials like lighting, entertainment, or set up restrictions.
Tasks to do:
- Research venue hire costs and inclusions
- Look up average pricing for:
- Decor hire
- Delivery/setup/pack down
- Catering & Drinks
- Entertainment
- Signage
- Staffing and cleaning
- Learn what’s included (and what’s not) with each supplier
- Identify hidden or last minute costs (like rubbish removal or extra costs for bade weather cover at the last minute)
How Feel Good Events Helps:
We quote with full transparency from the start so there are no surprise extras. Our planners help you avoid wasting money on items that look good but don’t work in your space or layout. We also help you prioritise your budget for the biggest visual and guest experience impact.
Step 4: Create a Budget that Works in Real Life
It’s easy to underestimate what you’ll need or spend too much on things that don’t really matter. A good budget is realistic, flexible, and leaves room for setup, staff, and wet weather contingencies.
Tasks to do:
- Allocate budget by category: venue, décor, food, entertainment, etc.
- Set max spend per guest
- Factor in delivery, setup, cleaning, and staffing
- Allow 10–15% buffer for unexpected extras
- Decide what you’re willing to DIY and what’s better outsourced
How Feel Good Events Helps:
We guide clients on how to stretch their budget wisely showing you what party elements make the biggest impact and how to get the most value out of your space. We’ll even suggest areas where DIY makes sense and where it’s just not worth the hassle.
Step 5: Bring Your Party Theme or Style to Life
Choosing a party theme is fun but executing it well is the challenge. Pinterest inspiration often falls flat in real life due to poor lighting, mismatched props, or venue limitations. Most importantly, people quite often underestimate the cost and time to replicate something from Pinterest.
Tasks to do:
- Choose a theme, colour palette, or style
- Select hire items that work together (backdrops, furniture, signage)
- Create mood boards and mock ups
- Decide on focal points (entry, photo wall, bar area, stage)
- Choose lighting to match the mood and highlight your décor
How Feel Good Events Helps:
We don’t just offer decorations we design full scale immersive environments. From mood lighting to floral walls and themed props, we’ll handle everything that brings your party vision to life without DIY mishaps.
Browse our party hire inventory for styling ideas here on Feel Good Events Hire.
Step 6: Lock In Your Venue and Set the Date
Your venue can make or break your party. Venue access, setup restrictions, and layout quirks often derail DIY parties that looked perfect on paper. Doing all the above steps first before you choose and lock in your venue will make sure that you choose a venue that ticks all the boxes. Being informed on everything else first when it comes to guests numbers, costs of suppliers, décor and party theme choice, will mean you will feel more confident about venue choice.
Tasks to do:
- Choose a venue that suits your guest numbers and party type
- Visit the venue and ask about:
- Setup times and bump in/out rules
- Furniture availability
- Wet weather plans (if outdoor)
- Power access and sound limits
- Staff restrictions or exclusive supplier policies
How Feel Good Events Helps:
We’ve worked at most Melbourne function venues and can spot red flags before you book. We’ll handle the venue coordination, create a layout plan that works, and ensure your setup runs to schedule.
Step 7: Secure Your Key Suppliers Early
This is where party planning gets tricky. Coordinating multiple vendors, timelines, and logistics becomes a full time job. One missed email can derail everything.
Tasks to do:
- Book your decorator/stylist, planner (if using), and hire company
- Lock in entertainment (DJ, MC, performers)
- Book catering and bar staff
- Hire photographer or content creator (optional)
- Schedule deliveries and setup timelines
- Book suppliers as early as possible to guarantee the best choice.
How Feel Good Events Helps:
We manage all suppliers under one roof from décor, lighting, furniture, entertainment, and more. This means fewer emails, better coordination, and one point of contact you can rely on.
Step 8: Finalise the Layout and Guest Experience
This is where most DIY party planners fall short. Lack of planning around the best layout, not thinking enough about guest experience , guest flow and party energy all leads to awkward moments, low energy and boring parties.
Tasks to do:
- Plan a clear timeline for arrivals, food, entertainment, and speeches
- Create a floor plan with enough seating and space to move
- Ensure lighting and sound are correctly placed
- Add signage and visual cues to guide guests
- Plan your guest experience from start to finish
- Plan for fun
How Feel Good Events Helps:
We know how to create parties that excite. From structured layouts that encourage dancing to lighting that transitions with the mood. The Feel Good Events team designs experiences that guests actually feel. We can also manage the full run sheet so everything runs smoothly.
Step 9: Setup, Coordination & Pack Down
The party no one talks about yet it’s the most exhausting. Setup always takes longer than expected. Things break, items get forgotten, and the venue has strict pack down deadlines.
Tasks to do:
- Create a detailed checklist of what needs to go where
- Assign setup/pack down roles (and backup helpers)
- Prepare a bump in/bump out schedule
- Bring emergency supplies (cables, tools, batteries, cutters, tape, ladders, and more)
- Have someone onsite managing deliveries and suppliers
How Feel Good Events Helps:
Our team sets up and packs down everything with no stress and no delays. We coordinate with your venue, troubleshoot on the fly, and let you actually enjoy your party. Want to sleep in the next morning instead of cleaning up? We’ve got you.
Top 10 Party Planning Mistakes to Avoid
1. Leaving Everything to the Last Minute
Booking suppliers, venues, and entertainers too late leads to limited options and added stress. Good party suppliers book out months in advance, especially during peak seasons (October to December 31st).
Avoid it: Start planning at least 2-3 months before your event. The earlier you begin, the more choices you have.
2. Not Setting a Clear Budget Early On
One of the biggest mistakes is spending too much on one area (like champagne towers or custom signage) and then realising you have no money left for essentials like food, drinks, and entertainment).
Avoid it: Break down your budget by category (venue, décor, catering, entertainment, staffing) and include contingency costs.
3. Trying to DIY Everything
From decorating and AV to setting up furniture and coordinating suppliers, DIY seems cost effective until things go wrong or take way longer than expected.
Avoid it: Know your limits. Outsource complex tasks like lighting, styling, or large setups to professionals who can do it faster and better.
4. Forgetting About Setup and Pack Down
Many hosts underestimate how long it takes to set up or how strict venues are about bump in/bump out times. You can end up rushing, stressed, or even paying extra fees.
Avoid it: Confirm all access details with your venue in advance. If possible, book professional pack down services so you’re not cleaning at midnight.
5. Not Considering the Guest Experience
If your layout is confusing, there’s no entertainment, or your music doesn’t suit the crowd, your party can feel flat, even with great decorations.
Avoid it: Think about how guests move through the space, where they’ll sit or dance, and what will make the event feel fun and exciting.
6. Skipping the Lighting Plan
Lighting is one of the easiest ways to transform a space, but it’s often overlooked. Too bright and it kills the mood. Too dark and no one can see anything.
Avoid it: Use mood lighting, up lights, and effect lighting to shape the energy of the room. Explore party light options here.
7. Hiring Items that Don’t Suit the Theme
A random mix of props and mismatched décor creates visual clutter, not style. Pinterest doesn’t always translate well into real life events.
Avoid it: Choose a clear theme or style and stuck to it. Create a mood board or get help from a stylist stylist to keep everything cohesive.
8. Not Having a Plan B for Outdoor Parties
Melbourne weather is unpredictable. If you’re planning something outside, failing to prepare for rain, wind, or heat is a recipe for disaster.
Avoid it: Always have a weather contingency plan. Marquees, indoor backup spaces, or weather resistant décor can save the day.
9. Underestimating How Much Help You’ll Need
Setting up tables, lighting, AV, floral arrangements, and signage takes time and a lot of hands. Don’t rely solely on friends or family who may not show up on time.
Avoid it: Hire experienced staff or stylists who know how to install and troubleshoot everything under pressure.
10. Forgetting to Enjoy Your Own Party
Too many hosts get stuck managing the schedule, directing deliveries, or fixing last minute problems. The result? You miss the fun.
Avoid it: Let someone else take the reins. A good event planner or coordinator handles everything so you can focus on your guests and the moment.
Party Planning FAQs
How far in advance should you plan your corporate event?
Most corporate events should be planned 6 to 12 months in advance. For larger events like conferences or gala dinners, aim for a 12-month lead time to secure venues, key suppliers, and promotions. Smaller events can be planned in 2 to 6 months depending on complexity.
Can I plan a corporate event in under 3 months?
Yes, but it’s important to streamline the process. If you’re planning with less than 3 months’ notice, prioritise securing the venue, suppliers, and run sheet quickly. A professional event planner can help fast track decisions and reduce stress.
What is the ideal timeline for planning a gala dinner or awards night?
Start planning 10–12 months in advance. Book your venue early, secure entertainment, confirm your MC, and begin guest list management. Allow time for creative styling, AV planning, and branded elements.
How early should I book a venue for a corporate event in Melbourne
Venues for popular dates or peak seasons (e.g., end of year functions) should be booked 9 to 12 months in advance, especially in Melbourne. For smaller or weekday events, 4 to 6 months may be sufficient.
When should I send invitations for a corporate event?
Send save the dates 2–3 months before the event and formal invitations 4–6 weeks out. For larger conferences or public events, consider announcing 3–6 months in advance to give attendees time to register and plan.
How do I create a corporate event planning timeline?
Break the process into key stages:
- Define goals (12+ months out)
- Confirm date and venue (10–11 months)
- Secure suppliers (6–9 months)
- Promote the event (2–3 months)
- Final prep & execution (1–2 weeks)
A professional planner can help tailor this to your specific event type.
What tasks should be done 6 months before a corporate event?
At 6 months out, your venue should be confirmed and key suppliers (AV, catering, entertainment) should be booked. You should also be developing the event schedule and beginning early stage marketing or promotion if needed.
What is the latest I can book entertainment or catering for my event?
Ideally, book entertainment 2–3 months in advance and catering at least 3- 6 months out. Last minute bookings are possible, but your options may be limited especially in peak seasons like December in Melbourne. Planning earlier gives you a lot more options when it comes to event suppliers which is great if you want to book the best available.
Is there a checklist for corporate event planning timelines?
Yes, many planners use a 12-month planning checklist that covers every stage, from defining objectives and budgeting to post event debriefs. Contact the Feel Good Events team and we can help you with this.
How long does it take to plan a corporate Christmas party?
For an end of year corporate Christmas party in Melbourne, it’s best to start planning in July or August to secure venues, entertainment, and styling. This is especially important if you have a large number of guests. A lot of large Melbourne businesses book 12 months in advance straight after their Christmas party has finished to the following year. This is always a good idea especially if you love the venue and it suits all your needs. Book as early possible to avoid limited availability in November and December.
Final Thoughts: DIY or Done for You?
Yes, you can plan your party yourself but now you know how much goes into doing it properly.
If you’re already feeling the pressure, running out of time, or just want a party that looks and feels effortless, Feel Good Events is here to help. We can guide you through each stage or take the whole process off your hands entirely.
Ready to enjoy your party instead of stressing about it?
Get in touch with our Partyologists or explore our party planning services today.
Author – Marcus Prentice – Partyologist
