PARTY PLANNING
You've decided to entertain
and picked a date for your event. Now, the
question is where to begin getting organized,
which tasks to do when and how to ensure you've
taken all the necessary precautions to minimize
risk to your guests and yourself.
The better prepared you are, the more you'll
be able to enjoy yourself during the party.
Use the timelines suggested here to help prioritize
the various steps that go into making sure
your event goes off without a hitch.
SPECIAL OCCASION PERMITS (SOPs) d
Start by determining whether you need
an SOP for the type and location of the event
you have in mind. You need one if you plan
to sell or serve alcohol at special occasions
such as weddings, charity fundraisers, receptions,
etc. You don't need an SOP to serve alcohol
in a private residence, including the attached
property (e.g. front - or backyard). And selling
beverage alcohol in a private residence is
not permitted.
If you need an SOP for an outdoor event,
you must submit your application at least
30 days beforehand. If you need an SOP for
your indoor event or reception, applications
must be submitted at least 10 days in advance.
These time frames are required so that LCBO
staff can determine whether your event meets
the eligibility requirements needed in order
to process the application.
2 WEEKS BEFORE
• Make lists of tasks to do between
now and the day of the party (e.g. guest list,
cleaning, shopping) plus various items you'll
need (e.g. food, alcohol and other drinks,
bar supplies, extra plates, cutlery, glasses,
napkins, flowers, candles and bedding, so,
if necessary, guests can stay over rather
than drink and drive).
• Invite your guests – remember
to keep the numbers manageable for your venue,
so that you'll be able to keep things safe
and under control.
• Contact your household insurance
provider to determine your liability coverage
for the type of event you're holding.
1 WEEK BEFORE
• Decide on what you'll be serving,
whether it's a sit-down dinner, buffet, barbecue,
snacks or hors d'oeuvres. Remember to avoid
serving salty or greasy snack foods as they
tend to make guests thirsty. High-starch and
protein foods such as meats, veggies, cheeses,
light dips and breads are good choices.
• Once you know how many guests you'll
be inviting, calculate amounts and make a
list of necessities for the bar, including
non-alcoholic drinks and mixers. (The LCBO's
Party Calculator may assist you in determining
amounts you may need to buy.)
• Consult LCBO staff for advice on
food and beverage matching and quantities.
Decide on appropriate wines/alcoholic beverages
to purchase.
• Make shopping lists of ingredients
you can purchase in advance and which fresh
items you'll need to buy closer to the date.
Buy advance items and set aside in one spot.
• If there is any food you can prepare
in advance and freeze until your event, now's
the perfect time to do so.
• Think about where to place food and
drink stations to allow for maximum mingling,
provide food as guests arrive and not make
the bar too easily accessible or the focus
of the party.
• Assemble list of taxi numbers to
have handy by the phone(s), plus extra bedding,
towels or other supplies to allow for sleepovers
the night of the party by any guests who are
unable to make it home.
• Make a list of emergency numbers
and information. Post it visibly by the phone(s).
• Designate a responsible adult bartender.
Buy/assemble bar supplies: both alcoholic
and non-alcoholic beverages, corkscrews, shot
glasses, drinking glasses, cocktail napkins,
ice bucket and tongs.
DAY BEFORE
• Map out a schedule for the actual
event: when guests will arrive; when you'll
bring out which food; when activities, if
any, will take place; when to close the bar
and start serving non-alcoholic drinks or
coffee, tea and desserts.
• Buy lemons, limes and other ingredients
for mixed drinks.
• Stock up on ice and mixers.
• Refrigerate any drinks that need
chilling.
THE MAIN EVENT
• Set up bar and food areas, plus
an out-of-way location for coats and boots/shoes/umbrellas.
• For winter get-togethers, be sure
to clear away all snow and ice from your entranceway.
• Know who the designated drivers are.
Be sure to offer them enticing Mocktails,
bottled water, coffee or other non-alcoholic
alternatives.
• Include a good selection of alcohol-free
and low-alcohol options for all guests.
• Monitor how much people are drinking
and have a plan of action should someone overindulge
or try to drink and drive. Speak with a reliable
guest/friend in advance who can assist you
if things get out of hand.
• Be sure not to drink too much yourself.
It's easier to stay in control of things if
you haven't had alcohol or have drunk responsibly.
• If you're not serving a meal, have
plenty of high-protein and carbohydrate snacks
available. Alcohol affects guests faster on
an empty stomach and having lots of food available
can reduce the amount guests will drink.
• Close the bar at least an hour before
the end of the event. Wind things down by
offering guests dessert and coffee or tea,
or other alcohol-free drinks.
• Never allow anyone who may be impaired
or intoxicated to drive. Call them a cab,
arrange a safe ride home or insist that they
spend the night.
