How I plan a dinner party!

Embarking on the journey of planning a dinner party is an exhilarating endeavor that allows you to unleash your creativity, demonstrate your impeccable hosting skills, and curate an unforgettable experience for your cherished guests. With meticulous organization and thoughtful preparation, you can effortlessly orchestrate an elegant and successful event that will leave a lasting impression. As someone who thrives on the art of multitasking but understands the need for structure, I have discovered the power of lists and spreadsheets in ensuring no detail is overlooked amidst the whirlwind of party planning. Join me in today’s blog as I unveil the secrets behind my meticulously crafted spreadsheet, which has proven to be the cornerstone of my hosting prowess, transforming me into the epitome of a picture-perfect hostess by the time the first guest steps through the door.

Let’s begin by making the crucial decisions for your party: choose the date, time, guest list, and theme or aesthetic that will set the tone for your gathering. Jot down these details on your calendar and start working on the invitations to extend a warm welcome to your esteemed guests. Once you have a confirmed date and finalized guest list, it’s time to delve into the practical side of party planning – the party planning spreadsheet! I usually title mine with the event’s name and date, like “French Rivera Dinner 6/14.” Within this spreadsheet, create a dedicated page for the guest list, including their emails and phone numbers if available. This proves particularly handy when hosting larger groups or individuals who are not acquainted with one another and wish to connect after the party has ended. As a future endeavor, I am currently working on a template to provide you with a user-friendly and aesthetically pleasing format, ensuring that all the essential information is readily available whenever you need it. More on that soon!

Moving forward with your spreadsheet, let’s focus on two essential tabs: the menu and the grocery list. While I personally prefer to have the grocery list as my first page, you can arrange them in any order that suits your preference. Begin by considering a menu that aligns with your culinary abilities. If there are any unfamiliar dishes, I strongly encourage you to practice them beforehand. Alternatively, you may explore the option of catering or ordering from restaurants, allowing you to elegantly present the food and alleviate the stress of preparing a complex menu on the day of the party. Remember, knowing when to seek assistance is a vital aspect of being a skilled hostess. Create a tab on the spreadsheet for the menu, breaking down the dishes by course and including links to the corresponding recipes. It is beneficial to review the recipes before cooking, particularly for less frequently prepared dishes, to ensure familiarity with the process. On the grocery list tab, record the ingredients in the first column, the total quantity needed in the second column, and indicate the courses in which each ingredient will be utilized in the third column. Refer to this list during your grocery shopping trip, which I suggest dedicating exclusively to the party, separate from your regular weekly groceries. By doing so, you can maintain focus and avoid distractions.

Next, let us delve into the artistry of planning the table setting and infusing the entire party with a captivating ambiance. Consider the elements you desire: the warm glow of candles or the beauty of fresh flowers. Contemplate the hues of placemats and tablecloths that will harmonize with your vision. These delightful aesthetic details truly capture my heart, as I dream up the arrangements of florals. However, it is crucial to strike a balance and avoid succumbing to the allure of excessive adornments that may clutter the table. Remember, simplicity and refinement are the hallmarks of an elegant table. You need not amass an extensive array of napkin rings or charger plates. In fact, an exquisitely elegant table can be achieved by adorning it with a single variety of flowers and understated white napkins. Should you be planning a formal or lavish affair, consider entrusting the floral arrangements to a skilled florist. Collaborating with a local florist allows you to arrange for small, tasteful displays to be delivered on the day of the party, relieving you of the stress of adding floral arrangements to your to-do list. Once your design takes shape, create an additional tab on your spreadsheet.I label mine “Decor”. On this tab, list every piece of decor that will be employed, along with the corresponding quantities. While this level of detail may seem meticulous, it safeguards against distractions and ensures that no essential elements, such as an insufficient number of wine glasses, escape your attention. With a comprehensive checklist in hand, you can confidently mark off each item on the day of the event, leaving no room for oversight.

The week of the party, I create a timeline outlining the desired flow of the evening. This timeline is meant for my personal reference only, allowing me to feel more at ease and have a clear understanding of when to commence cooking. I initially learned about this approach while reading Ina Garten’s book, Foolproof, which I wholeheartedly recommend to fellow cookbook enthusiasts. In her book, she shares a method for ensuring a “foolproof” dinner party experience and embracing a more relaxed hosting style. Indeed, I wholeheartedly embrace this philosophy, as a frantic scramble to serve dinner to a group of ten guests is far from proper etiquette or elegance. When constructing the timeline tab, precision is key. Specify details such as “Candles get lit at 6:30 pm” and work backward from the desired dinner seating time. Having the menu pages at hand proves advantageous during this step. Include every single task that needs attention on this timeline, from “set table at 2:30 pm” to “prep and assemble main course at 4:30 pm.” Additionally, I highly recommend noting when to dress for the occasion and enlisting the help of your husband to keep an eye on the stovetop. The primary purpose of this timeline is to grant you a sense of calm on the event day, as you are aware of precisely when to commence cooking. You will discover that starting to cook at 10:00 am is unnecessary; instead, a more relaxed 3:00 pm initiation is sufficient. By pre-assembling dishes and placing them in the oven at 5:00 pm, you can maintain a tranquil atmosphere. I suggest commencing the timeline a few days in advance to allow for any potential adjustments. On the day of the party, handwrite the timeline and prominently display it in the kitchen for your personal reference.

As the day of the party dawns, it’s time to embrace the culmination of your efforts. Begin by engaging in thoughtful preparations, such as completing as much prep work as possible the day before or on the morning of the event. For dishes like roasted almonds or Parmesan crisps that require no heating, craft them in advance. Additionally, pre-assemble dishes that lend themselves to early preparation, marinate meat or fish, and store them in the refrigerator until it’s time to cook. These pre-event arrangements will significantly alleviate stress on the day of the gathering.

Now, savor the moment as the long-awaited day unfolds before you. Refer to your meticulously crafted menu, decor list, and timeline to serve as your guiding companions throughout the day. Trust in the extensive preparation you’ve undertaken, and be willing to delegate tasks as necessary. The presence of a written timeline, strategically placed in the kitchen, will serve as a compass, ensuring you remain organized and focused. Embrace a state of relaxation, relish the joyous process, and fully embody the grace and sophistication of the elegant hostess you’ve diligently prepared to become.

So, as you welcome your guests to the table, do not simply utter the common phrase “Bon Appétit.” Instead, elevate the experience with a heartfelt and refined touch by saying, “Please Enjoy.”

Credits: Garten, I. (2012). Foolproof: Recipes You Can Trust. Clarkson Potter