The ultimate Sweet 16 checklist for your party!
If you are planning a Sweet 16 birthday party, you need to read this article!
This comprehensive article will provide you with all the details needed to ensure your birthday is a complete success.
Planning a sweet 16 birthday party does not have to be stressful; in fact, it can be fun and interesting if you use our free Sweet 16 checklist to stay organized! Whether you're hosting the event at home or renting a venue, the more planning you do in advance, the more free time you'll have later to enjoy the fabulous party you've put together.
How early you start planning your party might vary greatly, based on the size and formality of the event, whether you're bringing people from out of town, and potential date conflicts. To reduce stress and give yourself more options for venues, DJs, entertainment, and suppliers, we advise starting at least six months in advance.
This event planning timetable and checklist have been created to help you stay on track and arrange a successful sweet sixteenth birthday celebration, from pre-event project management to guest arrival.
Here is your ultimate sweet 16 party planning checklist.
1. Talk to the birthday girl.
You should first and foremost find out what she has in mind since it is after all her special day! Is she hoping for an elegant birthday dinner with her closest friends, a fun sleepover with lots of friends, or perhaps even a flashy coed birthday party? She might not know what kind of party she wants just yet, but she's been daydreaming about a specific theme or color scheme! Talk to your soon-to-be sixteen-year-old before you start planning, regardless of what she might be imagining. The importance of communication cannot be overstated!
2. Set the event date.
Pick a date and time for your event keeping in mind potential conflicts for family and friends on your guest list. These should be done 6-8 months before the event. This timeframe will give you enough time to set your budget and properly plan this every important event.
3. Start your guest list.
Decide how many guests you will invite. RSVP rates are typically around 75%, so you can invite a few extra people.
One of the most crucial parts of organizing a Sweet 16 party is the guest list, therefore careful consideration should be made to ensure that the correct people are included. Sit down with the birthday girl to help her sort out the "best friends" (those who MUST go) from the casual acquaintances if your venue isn't big enough to fit everyone on the guest list. Keep in mind relationship dynamics, and encourage your daughter, granddaughter, or niece to only invite people who get along; after all, nothing can ruin a party faster than a fight between two guests.
4. Figure out your budget.
Determine your spending limit and create a system to keep track of your spending. You might be tempted to buy more than you should if you don't have a budget! When creating your budget, keep in mind things like venue and transportation (if needed), decorations, cake, refreshments, food, Photographer, games, and party favors. Naturally, the larger the budget, the more elaborate the party and the more guests who attend. However, it is possible to throw a fantastic birthday party without breaking the bank! Make sure to leave some room in your budget for unexpected expenses you'll be glad you did!
Of course, this is an important night, but keep things in perspective. Because this is not a wedding, but rather a Sweet 16 party, you must manage your teen's expectations. Create and stick to a budget that works for your finances. There are numerous ways to give your teen the perfect night without going into debt.
5. Research and hire an event planner/designer.
It may make sense to hire a pro to help things go smoothly and make your sweet 16 party unique.
An event planner can not only provide you with the best party for your child, but they can also relieve you of the stress of planning it. A birthday party is more than just a day to commemorate another year in a person's life. It is also a celebration of their life, which they will continue to live in the coming years.
Is this your first time organizing a large gathering? When planning an event, the first step is to consider what you want it to look like and how you want it to feel. If you want to host a fun, relaxed networking event, your vision should be a little less formal than, say, a super-official government conference. An event planner can help you decide how you want your event to look and make it a reality.
If you already know exactly what you want for your event, an event planner can connect you with the right vendors and help you bring your vision to life!
The world of events is vast and expanding, which means there are a ton of vendors who would love to be hired for your event. From photographers to furniture rental companies, venues to caterers; it takes a team of professionals to put on an event. Event planners will know which vendors to recommend to you in order to build the best team possible
This applies to before and during the event. When booking a venue for your event, keep in mind that venues book up quickly, and an event planner can help ensure you don't miss out on your dream venue. An event planner can also help you stay on top of contracts, negotiations, and payments with other vendors. During an event, an event planner can assist you in keeping the program on track. That way, you can relax and enjoy the event while the event planner ensures that the keynote speaker arrives on time.
Regardless of how much money you have to spend, it's critical to do so in a way that will guarantee you get the occasion you've been picturing. Because so much of it depends on the particulars of your day, pricing can be challenging to understand. So that you get the most out of your event, event planners will know whether a vendor or product is worthwhile the price. In order to spend your money on the things that matter most to you, they can also help you prioritize your expenditures.
Finally, hiring a planner will spare you the time and stress. The event planners put a lot of effort into event emails, contract comparison and negotiation, vendor meetings, and much more so you don't have to. You can relax knowing that your event is in capable hands instead of stressing about whether you responded to that email on time or read that contract correctly. By hiring a planner, you get to enjoy your event without worrying about the details.
6. Choose a party theme and color scheme.
Choose whether you want the event to be formal or casual. Then, decide on a theme or concept, keeping in mind the event's timing, the venue you have in mind, and the time of year.
Once you and the birthday girl decide what sort of party you’ll be throwing, the next step is deciding on the perfect theme. While it can be as simple as her favorite color, having a central idea will make selecting décor and choosing activities SO much easier! A theme also creates the appearance of a well-organized event and will help you to focus your energy! Use The Sweet 16 Party Store to get inspired!
The theme will set the tone for the entire Sweet 16 Party. The most memorable Sweet 16 Parties have a cohesive theme to them and more importantly, they feel like they are the perfect fit for the person having the party.
7. Research and book a party venue.
Choose the location where the event will be held. Will it take place at your house or a venue? Make sure to compare the inclusions of each venue package when researching nearby venues.
We advise having your Sweet 16 party on the Friday or Saturday immediately after her birthday to make sure that the excitement of her coming-of-age birthday will still be fresh in her mind. However, doing this gives parents and guardians a limited number of options, especially if trying to book a venue only a few weeks in advance. Most upscale venues advise booking your event space 6 to 8 months in advance to secure the ideal date.
8. Research and hire a photographer
Planning to document your event with a pro? Style, personality, and budget are the most important factors in choosing a photographer.
Though hiring a pro can be expensive, we recommend making the investment instead of leaving the task up to amateurs, or worse, trying to do it all yourself! Professional photographers not only have the best equipment to take and edit your photographs, but they also know how to get the best shots in darker settings and in environments with lots of movement. Give your little girl one of the most valuable gifts you can offer: memories that will last a lifetime.
Even though every single young person has a smartphone and will likely post to social media throughout the night, hiring a photographer will go a long way in producing cherished memories of one of the most important nights in your teenager’s young life.
9. Rent a Limousine
Most 16-year-olds have probably never been inside a limousine, unless they are the daughters of a famous person, dignitary, or prominent businessman. Rent a stretch limo, stretch hummer, or party bus for your special girl and 10 of her closest friends to make her party memorable. Allowing the birthday girl and her special guests to be escorted to the party unchaperoned (no parents!) will make her feel like a real adult and setting up a “red carpet walk” complete with flashbulbs and screaming “fans” (party guests) when she arrives at the venue will make her feel like a true rock star.
It's likely that as your teen approaches the age of 16, acquiring their driver's license and getting behind the wheel of a beautiful car of their own will take up most of their thoughts. They might not have their license in hand and their own sweet ride on their Sweet 16 depending on where you live. But trust me, even if they aren't driving, they still want to arrive to their party in style.
This is where you come into play! Rent a limo or exotic car for the day and arrange for your teen and family to be driven in style to and from the party. If you can keep it a surprise, even better! Your teen will enjoy the looks on their friends' faces as they exit a thrilling ride. Make sure your photographer takes photos of their expressions when they first see the car, on the way to the party venue, and, of course, when they arrive. If you pull this off, they will never forget how awesome their parents/guardians are!
10. Research food and beverage ideas
Consider the type of food and beverages you want to serve. Will you serve a full meal or only appetizers and snacks? Is it better to have an open bar or a cash bar? Make this decision three to four months before your Sweet 16 event.
Teenagers, as you are probably aware, can eat, a lot! To avoid food running out at the Sweet 16 party, choose quantity over quality; pizza, microwaveable taquitos, Bagel Bites, and baked goods are popular because they can be eaten standing up and without utensils. To add a fun twist to the party, consider hiring a professional bartender to make "mocktails" (fake cocktails made with juices instead of alcohol) for the underage party guests.
11. Hire a caterer
Determine whether you want the event catered. If you intend to do your own cooking, chosen recipes that can be prepared ahead of time.
Whether your event is large or small, hiring a caterer can make or break your experience. Parties are supposed to be enjoyable! They're not as enjoyable when you're doing all the planning, cooking, hosting, serving, and cleaning. A good caterer can bring the fun back into throwing a party and give you time to mingle with your guests rather than spending all of your time in the kitchen.
Hiring a caterer is one of the easiest ways to reduce your stress burden when it comes to planning your Sweet Sixteen. Your caterer is there to alleviate and handle one aspect of your party so you can forget about it and enjoy!
12. Research DJs, musicians, and entertainment.
What kind of entertainment will you have at the sweet 16 party? Would you like a DJ, cover band, variety acts, or another form of entertainment? Check out the talent in The Bash directory to get inspired.
One of the most important aspects of your special moment is the music. When you hire a professional DJ, you’ll get to kick off your shoes, relax, and dance the night away.
A professional DJ has a track record of performing and playing songs at sweet 16 and a range of other events. They know how to address the crowd, announce song selections, and mix tunes seamlessly. You wouldn’t hire an inexperienced photographer to take your photos, so why would you do the same with a DJ? Look for an experienced DJ with great references and credentials. If you’re ever in doubt, make sure they have verified customer reviews. You can also get recommendations from family members and friends who may have used a particular DJ themselves.
Whether you’re planning to play oldies, country music, or rock n’ roll during your party, DJs have wide access to a huge range of songs. Today, most DJs play music digitally, which means they have even broader access to play a versatile range of songs. Plus, many DJ services allow their clients to create their very own custom playlist. This means you’ll get to hear only the songs you love and be able to skip the ones you don’t. Even if your music taste is unconventional, a quality DJ will be able to play a huge music selection for you.
13. Start collecting guest list information.
It’s time to reach out for those addresses, emails and phone numbers.
You can collect addresses for your sweet sixteen invitations in a variety of ways. The first option is to simply contact each of your guests and request their address. The second option is to use a tool to help you make this process much easier.
There are several apps that than help you with this task. Text MyLink is one app that will simplify this process for you. Just download the app to collect address information effortlessly!
14. Send save the dates.
This is optional, but it's a good idea to give your guests plenty of notice so they can mark their calendars while you finalize the details to guarantee a strong turnout.
Make your reservations as soon as you have a game plan for the party's activities! Whether you're renting a venue, staying in a hotel, attending a concert, or simply going out to dinner, the sooner you reserve your space, the better! When booking, don't forget to mention that the event is a Sweet 16 because some venues have special packages or VIP treatment for the birthday girl and her guests!
15. Research and order party invitations
Choose whether you'll send invitations by email or postal mail. Decide when you want visitors to RSVP.
You are prepared to send invitations once you have secured a location. On Canva, you can create your own from scratch and order it. Minted can help if graphic design isn't your strong suit. You can customize a wide variety of invites on the website to match any style.
Send the invites by snail mail or have them hand-delivered to guests by your teen. Include the time, date, venue, dress code, RSVP contact information, and any other relevant details you would like the party guests to know.
16. Research party rentals
Depending on your party occasion and venue, you should decide if you will need any large party rentals such as a tent or party limo.
17. Start planning sweet 16 party decorations and supplies
Create a shopping list for party supplies and decorations (plates, napkins, etc.).
When making plans and buying decorations, take the venue, spending limit, and theme into account. If the party will be hosted in a rented place, be sure to check the space, take measurements, and take pictures for the easiest planning. It will be much simpler to visualize the area while buying decorations if the party will be held at your house. You should have all of the decorations necessary to make the party perfect at least two weeks before the party!
18. Contract suppliers 2-3 months before the Sweet Sixteen establish contracts with any service providers (entertainment, caterers, photographer, equipment/party rentals, etc.)
19. Hire a DJ and musicians
Get ready to hit the dance floor! Live music can energize your event.
Few things are more important to the success of your 16-year-party than great music; the right DJ must know when to play fast songs (90% of the time), when to play "slow jams" (10% of the time), and most importantly, they MUST be able to take requests and play all of the most popular songs (even songs that were released only days earlier). Ask the birthday girl to create a playlist of her favorite artists and songs to help your entertainment professional decide what type of music to play at the party.
20. Research decor ideas and decorations
Personalize your decorations to make your party feel unique. Start pinning and brainstorm with an event designer if you have the budget!
21. Address and send your invitations
Set up a system to track RSVPs!
Send out invitations to everyone on the birthday girl's guest list about a month before the event! Providing guests with advance notice ensures the best turnout! Use an invitation that complements the party's theme or décor. Include the theme, date, time, location, special instructions (if guests are expected to bring something or wear a particular outfit), and RSVP information!
First impressions are important, especially for teenagers, and the right invitation can mean the difference between your little girl having the best night of her life and having an empty venue (and broken heart). To set the right tone for the party, coordinate the invitation with the party's theme, whether it's the colors of the party or a more specific theme, such as a "Princess Party," or "Party in Paris" and have the invites custom made for the event. Also, try to send out your Sweet 16 party invitations no later than 4-6 weeks before the big day to give guests enough time to clear their calendars, find new dresses, and find the perfect gifts.
22. Book a hairstylist
Get your locks looking lovely with a pro hair stylist. Professional hairstylists are trained to provide you with exactly what you ask for, whether you want to change up your entire look or just maintain the style you already have and look amazing for your birthday party.
23. Book a makeup artist
Makeup artist can truly bring out the most beautiful you.
It’s true that makeup is an art form and there are many different ways to apply it. Having your makeup done by a professional makeup artist will enable you to have a perfect complexion, look fresh, avoid shiny skin which it never looks good on pictures, reduce the signs of tiredness, and make your eyes and lips pop.
24. Finalize food menu
All your food vendors should be aware of any dietary needs or food allergies.
Decide on the type of food you'll serve your guests with the help of the birthday girl. Whether you're serving snacks, dessert, or hiring a caterer, having a menu in place will make the entire process go much more smoothly! Inform the caterer as soon as possible about your menu plans so that they are aware of your expectations. If you're preparing the food yourself, make a menu to ensure you don't forget anything! Don't wait until the last minute to buy food; it's a good idea to start with nonperishables! Asking a friend or family member to assist you with cooking on the day of the event will reduce stress!
Choose foods that are simple to eat while standing. Rather than sitting down for a formal meal, guests will most likely mill about. Also, find out ahead of time if any of your guests have any dietary restrictions that you can address on the invitation.
A grand dessert buffet, complete with themed tables, capes, and various sweet treats, is a popular Sweet 16 party idea. The cake can be the focal point of the dessert table. It can be a simple sheet cake, or you can make it multi-tiered and brightly colored to avoid looking too much like a wedding cake. Cupcakes are another popular option that can be beautifully decorated to match a theme.
25. Book a bartending or alcohol service
If you decide to serve alcohol to your adult guests, now is the time to hire a bartender and plan the drink menu. The rule of thumb for a two- to three-hour party is to buy three bottles of wine for every four adult guests, or three to four alcoholic beverages per adult.
26. Order cake/dessert
Birthday cake, cupcakes, or donuts, you name it, your guests will love it!
First and foremost, choose a cake large enough to feed the entire party. It's up to you whether it's one, two, or three levels. Consider the birthday girl's favorite cake flavors and fillings, as well as the party's style or theme. The cake will be in dozens of photos and is the center of the celebration when the candles are blown out. It’s worth the splurge to get it just right.
27. Order party favors
Thank your guests with a one-of-a-kind gift (and consider DIY options if you're crafty).
No party is complete without party favors, whether you're six, sixteen, or sixty. Cake in a jar and cake pops are two trendy options. Other party favors include wild socks, fuzzy pillows, filled drawstring bags, and themed-water bottles.
28. Buy attire
Find something that will make you feel and look your best.
The birthday girl will be the center of attention, so she must look her best. That could be a sophisticated dress, a jumpsuit/romper, or a stylish skirt and blouse, depending on her personality. She will be posing for pictures, dancing, and on her feet all evening, so she should wear comfortable shoes.
29. Write speeches (if appropriate)
Get ready to make a toast! If you plan to give a speech don’t stress yourself out by preparing it at the last minute.
30. Plan itinerary and music selections
Decide on the desired style of music for the event and communicate song selection and event timeline with the DJ, emcee or band.
31. Finalize guest list and call guests that haven't RSVP'd
Give them a ring and remind them your big day is coming up. Notify all your vendors of the guest count and prepare place cards (if required).
32. Finalize itinerary
Ensure that everyone is aware of their responsibilities as well as the party's schedule. The party planning process will go more smoothly, and you'll be less worried when the big day eventually arrives the earlier you start!
33. Confirm details with all your vendors
Confirm all service providers working the event and provide the itinerary if needed.
34. Check-in with venue and suppliers
Verify that all necessary preparations have been made, and that you have explained the events' order and any other pertinent information. Don't forget to have cash on hand to tip, and make sure your vendor team is paid in full.
35. Don’t forget to have fun and enjoy yourself
Finally, after months of preparation, the day has arrived! Your birthday girl is absolutely thrilled about her special day! All of your efforts have paid off, and the party will undoubtedly be a success. Remember to spend time celebrating with your 16-year-old!
There you have it, Sweet 16 essentials that are sure to make your next Sweet 16 an unforgettable one. If you're finding it tough to choose the perfect decorations, games, and activities, don't worry. The great thing about Sweet 16s is that they can be individually tailored to the theme of your party and the attendees.
I hope you found this article useful and wish your next Sweet Sixteen Birthday party is a success!
If you liked this article, you might enjoy reading some of my other posts. To read more click on any of the links below.