The Secret Tool to Planning a Variety of Occasions

Preparations are in full swing around here for the coming weekend with Zachary’s high school graduation dinner on Saturday. The house will be full again. My whole family, except for 4 of them, will be here – even Seth is coming and staying for a week!

Last graduation dinner (Seth’s) ,my sister came and masterminded the event.  She’ll be coming again which I’m very grateful for.  She stays working in the background while I get to enjoy the party.  How sweet is that?!  

It may sound kind of sad for her but really our family enjoys planning and managing these kinds of events.  So she’s pretty excited, too.  Right, Sis?  Just thrilled?  Oh, that’s splendid!

Although my sister is doing a lot of the planning on her end (She’s in Pennsylvania and I’m here in Arizona – 3,000 miles apart) for decorations and food amounts, I am doing a little bit.  I promise, big sister.  🙂

So what I want to share today is how you can stay organized when planning this type of occasion.  There may be better ways out there, so if there is, feel free to enlighten me but this is how I’ve been doing it for a very long time and it’s so very useful. 

What’s my secret weapon when planning an event? 

The Notebook!

Yes, this little inexpensive notebook will be your lifesaver.  I personalized it my finding a graphic from Printshop, printing it off and sliding it into the front pocket.  I love making things like that.

I have 3 tabs inside.  The reason for 3 is if I’m planning multiple projects at the same time. The tabs just say, “Project 1,” Project 2″ and “Project 3”.

So, what do you keep in your notebook when you’re planning an event?  Everything you need to know to carry out the event!

Lists 

•  groceries
•  attendees
•  how many to plan for
•  menu
•  order of events
•  things to do
•  recipes
•  jobs for my helpers 
• anything that comes to mind, pertaining to your occasion, should go in your notebook 

Do not try to remember everything.  You use up too much brain power trying to remember what you don’t want to forget and if you’re like me, you do forget and then you’re wondering “What was I trying to remember?  I know there was something!” 

Boy, I hope your mind was able to wrap around all the remembers and forgets in that last paragraph. 🙂

I don’t have page pockets yet, but just today I got the idea from The Morris Tribe in her garden journal post and I think that would be a great addition to the notebook.

For many years I kept all the above lists when making plans but I never kept them in a notebook.  I lost papers so many times and would have to start afresh.  A notebook is a little harder to lose.

The other great benefit to a notebook, besides it being harder to misplace, is that you’re able to take it with you everywhere.  I can look over my notes in the car.  I can refer to my notes if I get to the store and find I need clarification on my grocery list or I can add to my notes anytime I think of something new. 

Here are a few of the bigger events I’ve used my Current Projects folder for…

Our Middle Ages Co-op Day Part I

Our Middle Ages Co-op Day Part II

I Survived

Don’t toss the idea out of using a folder just because you think you don’t plan large gatherings.  The notebook is something that’s useful for any size occasion.  It’s great for Thanksgiving, Christmas, birthday parties, dinner parties, etc. 

Have you ever had guests over and it wasn’t until the middle of the meal or after they were gone that you realized you forgot to take that side dish out of the fridge? 

Or has it just happened to me?

Well, the notebook can help prevent that from happening to you.

Yes, you will find that this little $2.00 notebook really is a wonderful help in your planning. 

What do you currently use?

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