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So, you're hosting an event. Hooray! Maybe it's a dinner party or a baby shower or a barbecue. Whatever it is, it is easy to get overwhelmed in the planning process. There's planning the menu, then actually cooking it, grocery shopping, the cleaning, it goes on. It can feel like a lot to process at first, but luckily, I've made a system (and printable!!) for you. Trust me when I say that if you spend ten to fifteen extra minutes thinking and planning NOW, you will be able to prepare and move through your event with MINIMAL brainwork required. Because you've already done all the thinking, so all you have to do is execute!
First, start with a brain dump.
With that being said, the first thing you do is a brain dump. Start writing down what you want to do for the event. For exemplary purposes, let's say I'm hosting some family for dinner. So the first thing I do is start writing down what I might like to make. I want to make a charcuterie tray for an appetizer, steaks, baked potatoes, roasted asparagus for dinner, and a chocolate cake for dessert. And to keep it easy, I'll serve red and white wine. For more ideas to on how to set up a simple bar for a party, see my post on the topic here: https://themostessmissjones.com/hosting-101-how-to-setup-a-bar-for-any-party/
The Planning Stage
Now that I have the general idea of what I want to serve, this is how I use a few golden questions to simplify tasks and create stress-free entertaining.
Does this timeline work?
Okay, so I have the idea of what I want to make. Are there any recipes or items competing for resources? By that, I mean are there who large items that would take up all the room in my fridge? Are there two items that both need to be in the oven at the same time but at different temperatures? Do any of these things require my undivided attention at the same time?
In just a first glance at my steak dinner party menu, I'm realizing that roasted asparagus will need to be in the oven at like 400ish for about 20-30 minutes right before we eat. But, baked potatoes would need to be baked at a higher temperature for a much longer time, and could be cold if I pulled them out of the oven over 30 minutes before mealtime. So scratch the baked potato idea – what else can I do? How about mashed potatoes? Yes, those can be made beforehand and that frees up the oven for the roasted asparagus.
And now that I think about it, I don't have time this week to make a cake. PIVOT – let's buy a cheesecake at Costco instead! Just as decadent, but saves a lot of time!
Okay, so now that we've established none of my menu items compete for resources…
What can I make ahead? And how far?
- Charcuterie: I don't want to put the food out too early, because meats and cheeses can dry out. BUT I can cut up the meat and cheese and other little things into small pieces like they will be on the board, put sauces or jams into small cups, etc. Another pro tip is to arrange the charcuterie board and put slightly damp paper towels on it in the fridge to keep it from drying out and then removing the paper towels just before your guests arrive!
- Steaks: So, I know steaks really can't be made ahead. Those will need to go on the grill just before eating. But what can be done beforehand? I can season them or have them marinating well in advance.
- Mashed potatoes: Yes, those can be made ahead! I can either make them the night before or the day of and keep them warm in a crock pot.
- Roasted asparagus: Oven-roasted asparagus will also need to be done right before eating. But I can wash and trim it ahead of time and have it set on sheet trays by the time by guests arrive.
- Chocolate cake: If you're making your own chocolate cake, kudos. I think dessert is a great time to go store-bought. But if you're making it, this can DEFINITELY be done in advance. In fact, you probably have to make it in advance or else you wouldn't be able to frost it. But now that I think about it, I don't have time this week to make a cake. PIVOT – let's buy a cheesecake at Costco instead! Just as decadent, but saves a lot of time!
- Wine: Easy enough to pick up at Costco or the liquor store.
Now, I use my template Hosting Timeline to sort what can be made ahead and how far, and so I can check things off as I go! See below for how I use it here:
Create the Grocery List
Based on the menu items I've detailed above, I create my grocery list. Now, I know what stores I need to go to and when I need to go there, which is very helpful during the busy week!
Create the Timeline
Now I have a general idea of what errands I need to run and what and I need to cook. Finally, to make the preparations EVEN EASIER, I list all the action items by WHEN I need to do them (in other words just rearranged into chronological order):
- A few days before the dinner party:
- Buy the cheesecake
- Remaining grocery shopping for fresh items
- Day before the dinner party:
- Prep steaks, keep in fridge
- Cook Mashed potatoes
- Day of dinner party:
- Prep charcuterie several hours before
- Put mashed potatoes in crockpot several hours before
- Trim and wash asparagus
- Hour before dinner party:
- Pull out steaks
- Prep sheet tray for asparagus
- Pull out charcuterie board
- During dinner party:
- Grill steaks
- Roast asparagus
- AND ENJOY YOUR TIME WITH YOUR GUESTS!
It's a full meal with minimal hands-on effort during the actual party. The goal, as always, is to be present on the people you are with and not scrambling around trying to prep a meal. It's already done, and you made it look easy. And it WAS easy, when you split it up like that!
Make it even easier on yourself and start the evening with an empty dishwasher and trash can, and watch clean up happen in no time! Cheers!
