Costume Party

This Notion event planning template for your in-person costume party is designed to provide a complete overview of every moving part—from creative vision to execution. It begins with Task sections aligned with the five comprehensive checklists we developed, allowing you to track progress methodically. Each task is listed with space for descriptions, deadlines, assigned team members, and status updates, making it easy to delegate responsibilities and see what’s been completed at a glance. With around 50–100 guests expected and a unique costume theme driving the experience, these tasks help ensure your timeline, décor, entertainment, and guest engagement are all managed with precision.

The Event Concept and Planning section includes task items like defining the party’s theme (e.g., “Gothic Masquerade” or “Time Travelers’ Ball”), confirming the event’s purpose, and selecting your venue and date. You'll also use this section to log brainstorming sessions, set goals such as costume contest participation or social media engagement, and develop your party’s aesthetic through mood boards and design notes. Each item can be customized to reflect your creative direction and decision-making process, complete with links, images, and references embedded directly into the task fields.

In the Logistics and Resources task list, you'll organize everything from setup schedules to vendor deliveries and equipment rentals. Tasks may include booking lighting or a fog machine, outlining a room-by-room décor layout, and assigning roles for setup and teardown. This section is also where you’ll track rentals like cocktail tables, themed props, or additional sound equipment. Notion’s database view helps you filter tasks by priority, due date, or vendor, keeping logistics crystal clear and reducing last-minute issues.

Your People and Staffing and Marketing and Promotion tasks focus on the human elements and the energy of the event. You’ll map out roles like greeters, security, costume judges, and social media volunteers, as well as input training schedules and create briefing documents. Marketing-related tasks guide you through designing and sharing invitations, posting teaser content, collaborating with sponsors, and managing social follow-up—each timed to sustain guest excitement. Everything is built around your party’s specific tone, whether that’s eerie elegance or playful chaos, ensuring every guest arrives prepared and hyped.

The final areas of the template—Budget, Attendees, and Documents—round out the full event ecosystem. In the Budget section, you’ll log costume contest prizes, décor purchases, venue fees, and bar costs with real-time tracking of payments and vendor details. The Attendees section helps you manage RSVPs, gather costume details, and note VIPs or contributors. The Documents section centralizes visuals, contracts, receipts, promotional flyers, and any reference materials you may need before, during, or after the event. Together, these components ensure your costume party is not only wildly memorable but flawlessly executed from planning to post-mortem.