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Throwing your first official party? Deep breaths. We’re here for you. Check off these 10 things every party needs and you’ll be golden (and earn yourself the best host(ess) title while you’re at it).
1. A clean space
Please clean. Quickly vacuuming the carpet or taking a cloth + cleaning solution to the countertop can do wonders. Put away any clothes, mail or toys lying around. If you don’t have a ton of time, a 20-minute tidying up could do the trick. Be sure to stock your bathroom (you don’t want guests stuck without toilet paper or soap) and have cleaning supplies on hand (i.e. trash bags, stain removers, paper towels) if guests (or you) spill anything. Open your doors to let a breeze in 30 minutes before guests arrive and set out a couple of candles (to keep lit or to blow out when guests arrive). A fresh, clean and tidy place will make guests feel more comfortable.
2. Simple yet stand-out decor
No need to go overboard — just set out a couple of things that tie your theme together, whether it’s a dinner party or a birthday party. Find flowers or greenery in your own backyard and add it to a couple vases, hang a printable banner or dress your table(s) up with a table runner, place settings and/or a centerpiece. Lighting also counts as decor. Turn lights on or off based on the mood and set out a few candles if your event calls for them.
3. An activity
Whether you’re having a house full of kids or an apartment with a few close friends, your get-together should have some sort of activity. If it’s a themed party, set up a photo booth. If it’s a casual get-together, get a teeny bit competitive with games. If it’s a dinner party, spark up some good conversations, especially with guests you don’t know well. If it’s a game day or awards night, make your activity watching the show together. Picking an activity will eliminate boredom and get guests asking when the next party is scheduled.
4. Partner(s) in crime
We’re not saying you can’t go at this alone, but having someone by your side is helpful. Pick a partner or partners in crime to think of things that may not cross your mind — like finding these tips. Have them grab ice the day-of or put the playlist together. You can also joke about any party mishaps or crazy guests together.
5. Background music
No party is complete without music to set the mood. Before the party starts, put together a playlist (or find one online) then turn up the tunes once guests begin to arrive. If you’re planning a dinner party, you may want to make a special playlist for background music.
6. A food table
When figuring out the food, there’s a few things to think about. Will you set it up buffet style and let guests serve themselves? Are you planning a potluck? Are you serving dinner sit-down style? Once you’ve determined that part of the party, you can start to plan your set up. If you’re hosting a casual get-together or expecting a lot of guests, you may want to set up a food table in an open area so guests can come and go as they please to enjoy appetizers. When you’re making your menu, you should also take into consideration guests who may have food allergies or dietary restrictions.
7. A drink station
Make it simple for yourself by selecting just a couple of options (one alcoholic and one non-alcoholic). You can set the drinks up on a separate table next to the food, or place them on the opposite end of the food table so guests have easy access. In addition to serving a soft drink or non-alcoholic party punch, make sure you have plenty of water on hand. If you have the time, create a signature cocktail specifically for your party.
8. A toast
Whether you’re planning a casual get-together or a fancy formal affair, take a few minutes to thank guests for coming with these tips on giving a toast. No need to make it a big deal or turn it into a stressful situation. Just say a few kinds words while cracking open a cold one. Cheers!
9. A takeaway or party favor
Not every party requires a full-on favor, but it’s always nice to send guests home with something to remember the party by. For instance, if you’re planning a casual dinner party you can send guests home with some leftovers. Or, if your party has a photo booth, give guests some snaps to take with them when they leave. If you still can’t think of anything, make the takeaway a plan to get together again soon.
10. A thank-you note
Yes, guests should thank you for throwing your get-together, however, be the host(ess) with the most(ess) and go the extra mile by thanking them for celebrating with you with a fun thank you card. All you have to do if pick your favorite design, then use your party guest list to add recipients and customize your messages as much as you want!
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What makes Evite SignUp Sheets different from other signup tools?
Developed hand-in-hand with community organizers, PTA presidents, parents and teachers, Evite's signup sheets are designed to make organizing volunteers a breeze. Here are a few ways SignUp Sheets are different than other signup tools:
- 100% free: SignUp Sheets are free to use.
- Ad-free: No popup ads ever! Our signup sheets remain clutter-free, keeping your volunteers focused on signing up.
- No extra login required: Seamlessly use your Evite account to create and manage your signup sheets, keeping all your events in one convenient location.
- Automatic reminders and notifications: Stay on top of your event with automated reminders and notifications for you and your participants. Perfect for busy parents, teachers and anyone juggling multiple commitments.
- Customization options: Tailor your signup sheets to your specific event, whether it's a school fundraiser, potluck, volunteer opportunity or team activity. Add custom tasks, time slots and requirements for smooth coordination.
- User-friendly experience: Our intuitive interface makes creating and sharing signup sheets simple for everyone, regardless of tech experience.
- Real-time updates: Get instant notifications whenever someone signs up or makes a change, so you always know where things stand.
Choose Evite SignUp Sheets for the easiest, most streamlined way to get volunteers and signups for your next event!
What is a SignUp Sheet?
Signup sheets are the perfect way to streamline scheduling, volunteer recruitment, class parties, snack duty, potluck organization, parent-teacher conferences and more! You can think of them as your digital assistant for coordinating events and tasks and ensuring that your event is a success.
Evite SignUp Sheets offers parents, teachers and event planners customizable online forms that organizers and volunteers can access and update effortlessly. Volunteers can choose their preferred time slots, sign up for tasks or indicate what they'll bring to the event. It only takes organizers a few minutes to create a signup sheet and send it out with a shareable link, so they can get the word out via text, email or social media—whichever way they prefer!
Long story short, SignUp Sheets save everyone involved tons of time, avoid scheduling headaches and ensure everything runs smoothly before and during the event.
How do I create a SignUp Sheet?
Creating a signup sheet has never been easier than with Evite! Here’s how to create a sheet that’s sure to make your event an absolute success:
- Go to Evite SignUp Sheets and choose the template that best fits your needs. Evite offers multiple signup sheet templates perfect for every occasion, including:
- Signup sheets for one day events (without different time slots), perfect for when you’re organizing a class party, potluck or end-of-season party.
- Signup sheets for single or multiple day events (with time slots), perfect for when you’re organizing concession stand volunteers, fundraisers, parent-teacher conferences, meal train, post-game snack duty or during appreciation week.
- After selecting your sheet template, create a title for your signup sheet and add the date, the location, the time (if applicable), who the organizer is, the organizer’s phone number or email and an optional note describing the event to your volunteers. You can also change your signup sheet background and title image if you wish!
- Next, create slots for your signup sheet. If you aren’t logged into your account, you will need to do so at this point, but luckily, you can use your existing Evite account (no need to create yet another login!). What you’ll include here will depend on what your event needs, but you can include a list of what’s needed (along with optional descriptions), how many volunteers are needed, and dates and times.
- After creating your slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. These are to help your volunteers find and purchase supplies quickly and easily.
- Finally, review your sheet, copy your shareable link and send it out to everyone on your list! Every time a volunteer signs up for a slot on your signup sheet, Evite will email you. We will also send reminders to you and your volunteers before your event so no one will forget about it, and we’ll even let volunteers know if you remove their slot or cancel your event sheet so you don’t have to!
What information should be included on a SignUp Sheet?
When it comes to signup sheet information, there are some essentials to include regardless of what you’re organizing:
- A title for your signup sheet. Tip: Aim to keep your signup sheet title concise but clear. You want volunteers to read it and have a general understanding of what your event is about, and also make it easy for them to look for later if they need to reference your sheet again. You have the option to include a more descriptive note in a different field about your event, so save the more in-depth details for that!
- When and where the event is taking place.
- The organizer’s name and phone number.
- Slots for volunteers to choose from. Once you choose the SignUp Sheets template that fits the occasion, the slots you’ll need for your sheet will be right there and ready for you to add the relevant info, such as dates, times, items to bring and tasks to complete.
When adding your slot information, clearly define what people are signing up for, especially for a what-to-bring list or role assignments. If you want someone to bring healthy snacks for kids to enjoy after a game, specify that. You want your volunteers to feel confident in what they’re bringing and to make it easy for them to know what’s expected of them. It will save them time and stress (and you, too!). That being said, if you make your ask too specific (for example, asking for a hard-to-source item or something expensive), you may not end up with a volunteer for it. So be clear about what you expect, but also be reasonable!
Aside from providing the basic signup information, you can also add optional descriptions to both your entire signup sheet and individual slots. While not required, they can help guide your volunteers further and provide more information. You can add information about allergies, preferences and general info about the event. You can also add a wish list to make it easier for your volunteers to bring exactly what you need!
What are the benefits of using a SignUp Sheet template?
Signup sheet templates offer a ton of advantages for both organizers and volunteers and with Evite SignUp Sheets, you'll enjoy even more benefits than other digital and paper signup sheets! Some benefits our signup sheet templates offer include:
- A 100% free experience (no subscriptions required!).
- Shareable links for quick and easy sharing.
- No need to create another login—you can use your existing Evite account.
- The option to add a wish list to help your volunteers out.
- Automatic reminders—we’ll remind everyone on your behalf.
- An easy-to-use experience with eye-catching guided templates.
- Clean, modern designs with no pop-up ads.
With Evite SignUp Sheets, you can enjoy organizing and coordinating all your events with ease. Signup sheets streamline the signup process for everyone involved, ensuring that everything will go to plan on the day of your event while saving you precious time in the process.
