Party & Event Planner

A comprehensive event planning skill that manages every detail from intimate dinner parties to large celebrations. Covers guest lists, menus, timelines, budgets, venue logistics, invitations, and day-of checklists. Supports multi-platform coordination through Evite, Google Sheets, Notion, and calendar apps for seamless event organization.

Supported Platforms & Integrations

Platform	Integration Type	Features
Evite / Paperless Post	Reference	Invitation template suggestions with RSVP tracking
Google Sheets	CSV Export	Budget tracker, guest list RSVP matrix, vendor contacts
Notion	Database Export	Event dashboard with timeline, menu, and task tracking
Google Calendar	ICS Export	Event day timeline blocks with setup and teardown
Spotify	Playlist Reference	Curated playlist suggestions by event mood and genre
Pinterest	Reference	Decor inspiration boards organized by theme and color scheme

When to Use This Skill

• Use this when hosting a birthday, anniversary, or milestone celebration and need complete planning

• Use this when organizing a dinner party and need menu planning with dietary accommodation

• Use this when planning a kids' birthday party with activities, food, and parent coordination

• Use this when managing a holiday gathering with extended family logistics and potluck coordination

• Use this when hosting a housewarming and need to plan on a tight budget with limited space

• Use this when organizing a corporate team event and need professional-quality planning

• Consider alternatives when you need a professional event planner for weddings or galas

• Consider alternatives when you need vendor contracts, permits, or liability insurance

• Consider alternatives when you need catering service coordination with real-time order management

Quick Start

Copy
# .claude/skills/party-event-planner.yml
name: Party & Event Planner
trigger: "plan party"
context:
  event_type: birthday
  guest_count: 25
  budget: 500
  venue: home
  host_style: casual

First Run Example:

User: Plan my daughter's 7th birthday party. 20 kids, 
backyard, budget $400, superhero theme, Saturday 2-5 PM.

Expected Output:

## Birthday Party Plan — Superhero Theme
Date: Saturday 2-5 PM | 20 kids | Backyard | $400

### Timeline
10:00 AM — Setup: tables, decorations, activity stations
12:00 PM — Food prep: pizza, fruit, juice boxes
 1:30 PM — Final touches, test music/speaker
 2:00 PM — Guests arrive, free play
 2:30 PM — Activity 1: Superhero cape decorating station
 3:00 PM — Activity 2: Obstacle course "training"
 3:30 PM — Pizza and snacks
 4:00 PM — Cake, singing, candles
 4:15 PM — Activity 3: Freeze dance / musical heroes
 4:45 PM — Goodie bags distributed
 5:00 PM — Pickup time
 5:30 PM — Cleanup complete

### Budget Breakdown
| Category | Estimated | Notes |
|----------|-----------|-------|
| Food (pizza, cake, snacks) | $120 | 5 large pizzas + sheet cake |
| Decorations | $60 | Superhero banners, balloons, tablecloths |
| Activity supplies | $45 | Plain capes, fabric markers, stickers |
| Goodie bags (20) | $60 | $3 each: small toy + candy + sticker |
| Drinks and cups | $25 | Juice boxes, water, cups |
| Paper goods | $20 | Themed plates, napkins, utensils |
| Contingency | $70 | Weather backup / extra supplies |
| **Total** | **$400** | |

### Menu
**Main:** 5 large cheese/pepperoni pizzas (order by Thu)
**Sides:** Fruit skewers, veggie cups with ranch
**Drinks:** Juice boxes, water bottles
**Cake:** Superhero sheet cake from local bakery (order Mon)
**Allergy Note:** Check RSVPs for nut/dairy/gluten allergies

### Invitation Text
"Calling all superheroes! [Daughter's name] is turning 7 
and needs YOUR superpowers at her hero headquarters!
[Date, time, address, RSVP info]"

Advanced Configuration

Platform-Specific Setup:

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# Guest management
guests:
  rsvp_deadline_days: 10
  dietary_survey: true
  plus_ones: false
  kids_ages_range: "5-8"

# Budget tracking
budget:
  spreadsheet_path: ~/Documents/party-budget.csv
  category_breakdown: true
  vendor_comparison: true
  contingency_percent: 15

Parameter	Type	Default	Description
event_type	string	birthday	birthday, dinner-party, holiday, housewarming, graduation, corporate
guest_count	int	20	Expected number of guests
budget	int	500	Total event budget in dollars
venue	string	home	home, backyard, park, restaurant, rented-venue
host_style	string	casual	casual, semi-formal, formal, themed
theme	string	""	Specific party theme if applicable
duration_hours	int	3	Expected event duration
age_group	string	mixed	kids, teens, adults, mixed, seniors
dietary_needs	array	[]	Known dietary restrictions among guests
include_music	bool	true	Generate playlist suggestions
include_games	bool	true	Suggest age-appropriate activities and games

Core Concepts

Concept	Description
Timeline Architecture	Builds minute-by-minute event flow from setup through cleanup
Budget Allocation	Distributes budget across categories with contingency reserves
Guest Experience Flow	Designs the arrival-to-departure guest journey for engagement
Menu Engineering	Plans food quantities, dietary accommodations, and prep timelines
Contingency Planning	Prepares for weather, no-shows, supply shortages, and timing delays

+------------------+     +------------------+     +------------------+
|  Event Brief     |---->|  Theme Engine    |---->|  Timeline Builder|
|  (type, guests,  |     |  (decor, colors, |     |  (minute-by-min  |
|   budget, venue)  |    |   activities)    |     |   event flow)    |
+------------------+     +------------------+     +------------------+
                                                          |
                                                          v
+------------------+     +------------------+     +------------------+
|  Platform Export |<----|  Budget Allocator|<----|  Menu Planner    |
|  (Sheets, Notion,|     |  (categories,    |     |  (food, drinks,  |
|   Calendar)      |     |   contingency)   |     |   quantities)    |
+------------------+     +------------------+     +------------------+

Workflow Examples

Scenario 1: Elegant Dinner Party

Input: "Dinner party for 8 adults, Saturday evening. 
Three-course meal, wine pairings, budget $300."

Output:
## Dinner Party — 8 Guests, $300

**Menu:**
Starter: Burrata with heirloom tomatoes and basil oil
Main: Pan-seared salmon with roasted vegetables and 
      lemon herb rice
Dessert: Chocolate lava cakes with vanilla ice cream

**Wine Pairings:**
Starter: Pinot Grigio ($12-15 bottle)
Main: Oregon Pinot Noir ($15-20 bottle)
Dessert: Moscato d'Asti ($10-12 bottle)

**Prep Timeline:**
Thursday: Shop for all ingredients
Friday: Prep lava cake batter, marinate salmon
Saturday 3 PM: Set table, chill wine
Saturday 5 PM: Begin cooking sequence
Saturday 7 PM: Guests arrive
[Complete cooking timeline with exact start times]

Scenario 2: Holiday Potluck Coordination

Input: "Thanksgiving with 15 family members. I'm hosting. 
Potluck style — I'll do turkey and sides, others bring 
dishes. Need to coordinate."

Output:
## Thanksgiving Potluck Coordination

**Host Provides (You):**
Turkey (20 lb), mashed potatoes, gravy, dinner rolls

**Assignment Suggestions:**
Uncle Jim: Green bean casserole or salad
Aunt Maria: Her famous sweet potato pie
Cousin Sarah: Cranberry sauce + appetizer
Brother Mike: Drinks and ice
Grandma: Stuffing (she insists every year)

**Communication Template:**
[Pre-written text/email to send to each family member 
with their suggested assignment and arrival time]

**Day-Of Timeline:**
[Turkey timing based on 20 lb bird, oven schedule, 
side dish reheating coordination]

Scenario 3: Corporate Team Event

Input: "Team building event for 30 people. Mix of 
activities and casual socializing. Office space. 
Company budget $1,500."

Output:
## Team Building Event — 30 People, $1,500

**Format:** 2-hour event, office conference room + lounge

**Schedule:**
3:00 PM: Arrival, snacks and drinks
3:15 PM: Icebreaker: Two Truths and a Lie
3:30 PM: Team challenge: Build the tallest structure
4:00 PM: Break, socializing, refreshments
4:15 PM: Trivia tournament (company-themed rounds)
4:45 PM: Awards and recognition
5:00 PM: Open socializing, event winds down

**Catering ($600):** Appetizer platters, beverages
**Supplies ($200):** Activity materials, prizes
**Decor ($150):** Minimal professional setup
**Prizes ($200):** Gift cards for winners
**Contingency ($350):** Buffer for extras

Best Practices

• Send invitations at least 3 weeks before the event. This gives guests time to RSVP, arrange schedules, and lets you adjust food quantities and seating. For holiday events, send 4-6 weeks early to compete with other invitations.

• Always include 15% contingency in your budget. Something will cost more than expected, break, or need last-minute replacement. The contingency fund prevents stress when the cake order gets upgraded or you need extra chairs.

• Plan food for 10-15% more than your guest count. Some guests eat more, surprise plus-ones appear, and running out of food is worse than having leftovers. For buffet-style, increase quantities by 20% to maintain a full spread.

• Build your timeline backward from the event start. Knowing guests arrive at 2 PM means food should be ready by 1:45 PM, which means cooking starts at 11 AM, which means shopping is done by Friday. Backward planning reveals hidden deadlines.

• Delegate aggressively and give specific assignments. Telling a family member to "bring a side" produces confusion. Saying "bring a Caesar salad for 15, arrive by 1 PM" produces results. Specific asks get specific delivery.

Common Issues

• Guest count keeps changing close to the event date. Set a firm RSVP deadline and plan for your best estimate plus 10%. After the deadline, buy for the RSVP count plus a small buffer rather than waiting for final confirmations.

• Budget is not enough for what I want to do. Prioritize food and guest experience over decorations. Potluck reduces food costs dramatically. DIY decorations using printables save 60-70% versus purchased decor.

• Weather threatens an outdoor event. Always have an indoor backup plan for outdoor events. If space is limited indoors, rent a pop-up canopy as insurance. The contingency budget should cover this.

Privacy & Data Handling

• Local Processing: All event plans are generated in your local Claude Code session. Guest lists, addresses, and budget details are never shared with event platforms or vendors.
• Data Retention: Event plans and guest information exist only in your current session and exported files. No personal data persists between sessions.
• Export Options: Export as Markdown plans, Google Sheets budgets, Notion dashboards, or ICS calendar events. All files are saved to your local filesystem.
• No Vendor Contact: The skill does not contact caterers, venues, or rental companies on your behalf. All vendor communication is initiated by you using the contact information you provide.