No items found.
No items found.
No items found.
No items found.
No items found.
No items found.
No items found.
Party planning isn't just coordinating and executing your creative vision and all the amazing details—it's also being prepared for the worst. We've got tips to help prevent these less-than-ideal party situations.
1. Nothing is ready—and the guests have arrived
Whether taking care of your to-do list took longer than expected or an unforeseen circumstance got in the way, there's no way to catch up once you're behind—especially once guests arrive. The best way to avoid this? Prep, prep, prep. Set up decorations the day before, make your dishes in the week leading up to your party, place your to-go order well in advance...you get the picture. Trust us, the more you have done before the day of, the better. Even choose your outfit beforehand!
If you do run out of time, make sure you know what's high priority and what can get left behind. Picking up the birthday cake is much more important than customizing a playlist when the clock's ticking. Recruit backup from a close friend or two who can help buy ice, pick up last-minute flowers or even help you tidy up the space.
2. The entertainment is late or MIA
Is the band late? Did your Cinderella call in sick? Always have a Plan B aka a fun activity up your sleeve, whether it's a fun playlist handy for a singalong or a competitive game (team games are a great way to get everyone involved and distracted!). Tip: For children’s parties, keep any entertainers a surprise in case they fall through. We want to avoid any unnecessary tears when kids find out Spider-Man won't actually be showing up!
3. The menu doesn't account for dietary restrictions (and picky eaters)
Always ask guests ahead of time to share any food allergies or other dietary concerns. Having a well-rounded menu goes beyond having vegan or peanut-free options. Plan your menu well in advance so it's full of diverse and complementary flavors, textures and ingredients. For instance, avoid only meat-forward appetizers like meatballs and chicken wings and include crudité and dips. Avoid trying any new recipes for your party in case it doesn't turn out the way you wanted as well.
4. There end up being a lot of no-shows
Picture this: You invite 30 people to a party and only 6 show up. Not only do you have way to much food...the party just feels flat. The best way to avoid no-shows is to send out invitations well in advance and give a clear RSVP date so you know who is and isn't coming! If you do have a smaller-than-expected party despite your best efforts...well, take it as a sign that the it was meant to be an intimate party! Dim the lights a bit so the empty space isn't as obvious, turn up the music and make sure your guests have a drink in hand. Feel free to rearrange your space to work for the smaller crowd. If moving the food from the dining table to the coffee table and clustering more chairs and pillows around the couch feels better than guests standing around...why not?
5. The party isn't getting started
The food is out, the drinks have been poured and the music is going...but something's missing. Tired guests, group chemistry—it could be a number of things. It's why we recommend curating your guest list so it's a balance of people who already know each other and some new people (but make sure that every guest knows at least one person besides you!). But if the party is just taking longer to get into full swing, that's when you really need to step up as the host. Make sure the music is upbeat, introduce guests to each other, get a board game going and make sure guests are really eating and drinking. The key is to get people up and moving!
6. You get party crashers
Note in your invitation that space is limited and that if guests want to bring a plus one, to ask you first so you're not surprised day of with someone's ex showing up. If people still show up uninvited, then it's a game time decision. You can simply tell that you are sorry but preparations were not made for their presence and ask them to leave (especially if this is a sit-down dinner and you don't have enough seats). If you're feeling generous, invite them in and then get a feel for the situation to make sure nothing feels awkward. (Hopefully you should have over-prepared on food and drinks so you'll have extra anyway. Or just order some pizzas.)
7. Heated conversations are ruining the mood
We're not opposed to a spirited discussion on politics or current events, but it's easy for those conversations to get tense. Once the mood is ruined, it's hard to restore. Step in when needed and don't choose sides: change the subject (doing this gracefully is a skill!), suggest an activity or whatever else will steer the conversation in another direction. If there are specific people at the center of a heated discussion that you break up, check in on them later to make sure they're ok. If someone is offended and you're close enough to the other party, you may want to pull them aside and see if they're open to apologizing. And if it comes down to it, it's okay to ask someone to leave if they're making it hard for others to have a good time.
8. The weather isn't cooperating
Plan ahead as well as you can for an indoor or outdoor event...but Mother Nature doesn't always cooperate! Keep an eye on the forecast in the days leading up to and have an alternative if setting conditions are unpredictable. This can be as simple as having a canopy handy in case of rain, making sure your living room is clean if the party moves inside or even just checking your AC is ready for any heat wave.
9. The tipsy (or plain drunk) guest
The line between buzzed, tipsy and drunk can be very fine, depending on the person. As a host, you should already be scanning the room frequently to see if everyone is having a good time—just scope out any guests who might be having one too may drinks while you're at it. If a guest is still manageable, offer them some water or have a trusted friend keep an eye on them. If they're past the point of no return...well, make sure they have plenty of water and a place to lie down or throw up if needed. If they need to leave, make sure someone takes them home, or offer them a place to sleep so they don't have to drive home.
10. You're too busy to really enjoy the party
As a host almost all of the responsibilities of the party fall on you, but that doesn't mean you can't enjoy your own party! The last thing your guests want to see is you busy and stressed. It's all about balance. If you need to restock towels in the bathroom, then of course take care of that. But if the tray of crab cakes is cleared out but there's plenty of other food, there's not need to rush off to pop some more in the oven. The number one goal of the host is to be present with your guests!
Ready to host your next party? We've got a whole lot of invitations for you to choose from to get started.
No items found.
No items found.
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.
