First-Time Host Checklist: Stress-Free Events Start Here

So you’ve snagged your date at Vanity Social House—congrats! Whether it’s your first shower, launch, or private bash, we know the “Where do I even start?” feeling. Take a breath, grab your favorite beverage, and work through this bite-size checklist. Follow it and you’ll walk into event day cool, calm, and ready to soak up the compliments.

Dominique Greer

11/16/20212 min read

1. Lock the Essentials

  • Guest count: Nail this early. Our team can advise layout options once you have a solid number.

  • Event timeline: Sketch a simple run-of-show (arrival, setup, main moments, teardown). It keeps everyone—from caterer to DJ—on the same page.

  • Vendors on speed dial: Secure your must-haves first (food, photo, entertainment). Great vendors book fast; the earlier you call, the better.

2. Set the Mood

  • Theme & palette: Pick two or three core colors or a vibe word (e.g., “retro glam,” “earthy chic”). This guides every décor decision and avoids Pinterest overwhelm.

  • Lighting plan: Uplights? Candles? Our dimmable house lights? Decide now so you’re not scrambling for extension cords later.

  • Playlist or pro DJ: Curate a Spotify list that builds energy—or hand it off to a DJ and focus on mingling.

3. Design Your Space

  • Floor plan: We’ll provide templates; you just drag, drop, and send back.

  • Tables & seating: Vanity’s white rounds are included. Need cocktail tables, lounge furniture, or linens? Ask; we’ve got add-ons.

  • Photo moments: Choose one focal wall or prop setup where guests will inevitably whip out their phones—hello, free publicity!

4. Communicate Like a Pro

  • Invites | RSVPs: Digital or printed, include parking details and our address link (no one likes getting lost).

  • Vendor brief: Share your timeline, floor plan, and any building rules in one PDF. Vendors love an organized host—and they treat your day with the same respect.

  • Team chat: Create a group text (planner, key friends, vendors). Fewer frantic calls, more happy vibes.

5. Crunch the Numbers

  • Budget tracker: List every line item—even the “little” things like ice and signage. Small costs add up fast.

  • Final payment dates: Half down plus deposit secures your booking; the remainder is due 30 days out (full amount if you’re inside 45 days). Put reminders in your phone so nothing slips.

  • Emergency stash: Pad your budget by 10% for last-minute “oops” expenses.

6. Prep for Showtime

  • Packing list: Décor, signage, chargers, tape, scissors—write it down now, thank yourself later.

  • Setup crew: Recruit at least two friends or pros to arrive early. Many hands = speedy styling.

  • Point person: On event day, delegate troubleshooting to one trusted friend or coordinator so you can actually enjoy.

7. Day-Of Zen

  • Arrive early: Give yourself buffer time to sip coffee and breathe before guests show.

  • Quick walkthrough: Check restrooms, trash cans, lighting, and any AV needs.

  • Hydrate & snack: Seriously. A hangry host is no fun.

8. Wrap & Relive

  • Teardown plan: Assign cleanup tasks before the party starts; nobody loves a 2 a.m. surprise.

  • Damage sweep: Snap photos of the space post-event for your records; helps ensure your deposit comes back ASAP.

  • Thank-yous: Shoot out grateful texts or emails to vendors and helpers—relationships matter for your next celebration!

Grab the Printable Checklist

Prefer to tick boxes with pen in hand? Download the “First-Time Host Checklist” PDF and hang it on your fridge or share with your planning squad.