Music On/Off 

Sweet 16 DJ Party Planning Checklist

When you think of planning a Sweet 16 DJ Party, it is hard to know where (and when) to begin. Most people find that using a detailed checklist helps reduce stress and ensure that the party is fun for all. Below is a checklist for you to use when planning your Sweet 16 event. If you have a simpler event, just cross things off the list!

Sweet 16 Party Planning Checklist

  • Begin talking (and dreaming) about the type of Sweet Sixteen you and your family want to have. Formal in a hotel ballroom or banquet hall? Casual get-together at home?
  • Do you want a big celebration or small gathering?
  • Do you want it to be fun and exciting or serious and thoughtful (such as a group charitable activity)?
  • Need help getting started? It is never too early to start working with a party planner who can show you pictures of past parties and suggest Sweet 16 venues and other vendors like caterers. (Tip: even if you are not in the Long Island or Tri-State area, you can visit Super Sweet Sixteens’ website for party theme ideas.)
  • Determine the budget.
  • Select a couple of dates and times and check with family calendars, school calendars, and special guests of honor.
  • Begin interviewing party planners if you will need one. We hope you will use Super Sweet Sixteens if you are in the Long Island or the Tri-State area, because Sweet 16 DJ parties are our specialty. Otherwise, ask family and friends for recommendations.
  • Hire your party planner to help with all these details and offer professional advice.
  • Get organized! Get a notebook or file folder to house all your Sweet Sixteen planning paperwork in one place. This will relieve a lot of stress when looking for a phone number or contract…and it can be fun to collect ideas in.
  • Begin working on a preliminary guest list and decide on your party's approximate size.
  • Visit the Sweet 16 venue or venues you are interested in to ensure that it accommodates the number of guests you want to entertain. Book it soon as possible to ensure you get your preferred date. (Tip: Plain rooms are more budget-friendly freeing up funds to spend on the decorations to make the venue look like you want it to look.)
  • Start selecting a caterer, your party planner might be able to recommend one. Talk with them about the price per head and the type of menu.
  • If you plan to have a website or social media account for the event to provide information and get everyone involved as well as to share pictures and videos afterward, now is the time to set it up.
  • Choose a Sweet 16 theme and color scheme.
  • Finalize the guest list.
  • Decide on the type of music you want and start thinking about special songs.
  • Audition bands or DJs and sign a contract (Tip: Check to ensure the venue contract has the same date as the band or DJ contract.).
  • Discuss style and pricing options with various party planners, decorators, or florists.
  • Discuss services and price lists from photographers and videographers, if it is not party of the package your Sweet 16 party planner offers.
  • Find a baker to make your Sweet Sixteen cake. Your party planner or caterer can make recommendations.
  • Reserve photographer and/or videographer, decide on a package, sign contract, and send deposit.
  • Choose your decorator or florist and send a deposit to reserve their services.
  • Select any special attire such as the Sweet 16 dress, tuxedos, or other formal wear as sometimes to get what you want requires long order times and most items will require tailoring. Also, remember the tiara!
  • Finalize menu and service details with the caterer.
  • Order your party invitations or announcements with plenty of extra envelopes...mistakes happen!
  • Order any other custom items such as personalized party favors (water bottles with your Sweet 16’s picture on them, personalized M&M’s) or Sweet 16 candle holders.
  • If you will be having many out-of-town guests, make arrangements for special pricing with quality hotels near the Sweet 16 venue. Prepare information to accompany the invitation. Include the information online if you have a website or social media page for the event.
  • Using a sketch of the venue, draw a floor plan to include the sign-in board, Sweet 16 candle-lighting ceremony, coat check, cake display, dance floor, dining tables, lounge area, DJ booth or stage for the band, and all the other elements you are planning.
  • Finalize all decorating details such as Sweet 16 centerpieces, linen colors, wall draperies, lighting, Sweet 16 candleholder, and other elements you want to include.
  • Reserve tables, chairs, tents, and/or other rental equipment such as lounge furniture, casino games or photo booths that you will need according to your venue sketch and decorating plans.
  • Begin collecting photos and memorabilia for a scrapbook or memory board and, if used, a video montage shown during the party.
  • Plan any special parts of the party such as the honorees for the Sweet 16 candle lighting ceremony and special song for the father-daughter dance.
  • Make notes to give to your vendors if you think of items you need such as special music, candle holder, or a floral arrangement.
  • Arrange parking or valet service and any required security personnel for the Sweet Sixteen party, if needed.
  • If you are having the party at your home, arrange to have any extra cleaning services for before and after the party. Also, determine secure places for your pets to ensure they feel safe and do not annoy your guests.
  • Buy paper plates, napkins, silverware, glasses, or arrange for rentals if not provided by your party planner or caterer.
  • Order liquor, wine and/or champagne if not included in the catering contract.
  • Buy a guest sign-in book or sign-in board and a pretty pen if your party planner has not arranged these for you..
  • Begin addressing invitations. File them alphabetically so you can find one easily if you need to double check it.
  • Prepare any special items such as welcome bags for your out-of-town guests to enjoy while staying in their hotels.
  • Provide photos and video for the video montage to your party planner or photographer if one will be shown during the party.
  • Make hair, manicure, and make-up appointments.
  • Mail invitations. Remember to add extra postage for overseas guests.
  • Finalize a list of key songs that you want played (or not played) by your DJ or band.
  • Complete all final fittings for the Sweet 16 party attire.
  • Buy thank you notes, stamps, and return labels. Prepare the thank you notes with return address and stamps. If you have already received special help or a gift from someone, go ahead and write the thank-you note. It will feel great to have that done!
  • Go over the list of decorations and other party plans to ensure that everything is taken care of. Buy anything you will need that is not taken care of by the vendors like party favors.
  • Follow-up with guests who have not sent their RSVP for the Sweet 16 party. It may seem rude, but, you need a final head count and if they have not replied, then they are actually the rude ones!
  • If you are having a meal, finalize a seating chart and make place cards. If you are using a calligrapher, send the names…check spelling!
  • Provide a final head count to the party planner or caterer. Give them a copy of your venue sketch and seating chart. Confirm set-up times, instructions, and menu.
  • Call the venue manager to get any special instructions to ensure your vendors have access to the site when they need it.
  • Confirm head count, delivery time, and location with the baker, caterer, or other service that depends on number of attendees..
  • Confirm delivery locations, times, and décor plans with the decorator or florist.
  • Prepare toasts or thanks to friends and family.
  • Confirm all final payment amounts with your vendors.
  • Finish the scrapbook or memory board.
  • Confirm location, date, and time with videographer and photographer for any pre-event photos as well as the party photos. Create a list of photos and activities you want to make sure are captured and give it to the photographer and videographer ahead of time. Tip: Keep a copy to have on hand at the event, just in case.
  • Pick up food and beverages not provided by your party planner or caterer.
  • Buy extra film or memory card and batteries. Charge camera and video batteries.
  • Recruit a friend to run errands on party day.
  • Wrap gifts for the Sweet 16 honoree and guests.
  • Make cardholder and set up decorations/memorabilia.
  • Confirm hotel reservations for out of town guests and deliver any maps or welcome bags to be given to the guests upon their arrival.
  • Review guest list with your teen and talk about your expectations during the party.
  • If having the party at home, make final arrangements for cleaning chores inside and outside to be completed.
  • Get plenty of rest, water, and good food!
  • Drop off party favors, guest book or sign-in board with pen, and any other items you will be supplying at the Sweet 16 party venue.
  • If having the event outdoors at home, set up the tent on the day before the party.
  • Confirm delivery of rental equipment and plan to be there to inspect deliveries.
  • If having the party at home, inspect inside and outside to ensure all cleaning chores have been completed.
  • Confirm with people who are planning to give toasts at the Sweet 16 party.
  • Wake up your Sweet 16 with breakfast in bed (or let them sleep…you know your kid).
  • Take a moment to tell your special Sweet 16 how much you love her or him.
  • Secure the pets and important valuables if you are having the party in your home.
  • Arrive on time for hair, nail, and makeup appointments.
  • Set tables, serving tables, and beverages
  • Set out non-perishable food early
  • Set out perishable food at the last minute.
  • Give your Sweet 16 a big hug and let the celebration begin!
  • Upload your digital pictures and videos onto your website or social media account.
  • Check to ensure all vendors are paid in full.
  • Find out when you can expect your photo proofs and edited Sweet Sixteen video.
  • Write all thank-you notes within a couple of weeks of the party.

Before You Hire a Party Planner or Other Vendor

Ask These Important Questions:

  • Is there a price difference between holding the party on a weekday vs. weekend or during the day versus evening?
  • What is your payment schedule?
  • What types of payment are accepted?
  • What is the policy for paying gratuities?
  • What is the cancellation policy?
  • Is there an option to extend the hours if the party keeps rocking? If so, what is the cost?

What Our Clients Say

  • I had my Sweet Sixteen two weeks ago and everything was great thanks to Super Sweet Sixteens. They gave me a great deal for a DJ, uplights, photography, emcee, centerpieces, sign in board, and all sorts of other options. They made the day of my sweet sixteen very stress-free as they set everything up efficiently and allowed me to enjoy my own party without worrying about too many details. The photographer was very good and I got all the pictures in just a few days. All of the pictures were very clear and beautiful, as they got pictures of absolutely everything at the party without overdoing it. My party overall looked BEAUTIFUL Thanks to Super Sweet Sixteens. The DJ and emcee were also very, very nice. Thank you so much for everything!!
    Gabriella Sanchez
  • When we started thinking about arrange our daughter Ana's Sweet Sixteen Party, we were concerned about how to pull all the details together to make it a success. finding "Super Sweet Sixteens" was a godsend. They made the whole process simple and easy. They with the exception of the choosing the place and the dresses, they took care of everything else. When we needed advice, they were always there and as Ana changed her mind about various details, they were always accommodating. On the day of the party, everything went extremely well. The party was a great success for us, Ana, the adults and Ana's friends thanks to "Super Sweet Sixteens." We highly recommend them and if Ana had a younger sister, "Super Sweet Sixteens" would be a big part of that one also.
    Valerie Barranco
  • My daughter, Ariella VanCooten's Sweet Sixteen was an affair to remember because we used Super Sweet Sixteens for her party. They did the Photography, Videography, DJ, MC, Lighting, Photo Montage and all of the Entertainment. Super Sweet Sixteens was very professional and entertaining. My daughter's friends still tell her what a wonderful time they had at her party. Her friends especially liked the lighting show which was spectacular. We loved them so much that we are using them for our second daughter Alyssa's, upcoming sweet sixteen. We recommended them to a lot of her friends, who will be using them also. Great Job, Super Sweet Sixteens. Thank You for a Super Sweet Sixteen Party.
    Sonia VanCooten
  • What a fabulous job you did for my daughter's sweet 16! Everyone had a great time! The lighting transformed the room from ordinary to extraordinary! Thanks again for making my daughter's party one she will never forget!
    Pamela Dempsey
  • The best company I could have ever hoped for to hire for my daughter's sweet 16. The service they provided was first class. I used them for their DJ services, the candelabra was perfect, the photographer was unbelievable, the photo booth was terrific and the centerpieces were gorgeous!! I highly recommend this company!!! If you want to throw a great party hire these guys!
    Lisette La Marca-Quigley
  • My daughter was so happy at the party. She says all the kids in school are talking about her party and the lighting and laser show you bought. Even the place told me they never had lighting like you guys bought. I gave them your card, you should contact them. Thanks again and the pics look beautiful.
    The Interlandi Family
  • You guys did such a great job at Crystals Sweet 16! The lighting was amazing - you were right about getting a plain room and having you guys transform it into a club. Pics and video came out awesome also! Thanks again!
    Monique Brabham
  • You guys are by far the most professional, resplendent, outstanding company I could have ever used for my daughters sweet 16 I have always been a perfectionist by nature. Super Sweet Sixteens' performed heads and shoulders above my expectations. Absolutely phenomenal!!!!! The MC the DJ and the photographer were so professional and accommodating. Even the owners of the catering hall were impressed. I love this company!!!!
    La Donna D
  • Thanks for making my Sweet 16 the best! Even my friends told me that was the best party! I am happy we contacted you a year in advance just to make sure you did the party! I recommended you to all my friends, hopefully you make their party awesome ( not as awesome as mine though please! ) :)
    Gabby R.
  • Pictures and video are absolutely beautiful. Everybody involved were great professional and were all about making sure Kayla and myself were happy with everything from the poster board to the candle holder video and pics. A million thanks.
    Amy Doberman
  • Matt and the Super Sweet Sixteens crew made my daughters Sweet16 party awesome. We had them turn the catering hall into a nightclub and bring lounge furniture and all their lighting. I was impressed and I am not easily impressed! Thanks Matt and I have already recommended you to some of my buddies for their daughter's parties next year.
    Charles Kramerz
  • My daughter's sweet sixteen party was amazing. Matt and the crew exceeded my expectations and I know everyone at my daughter's party had a wonderful time including the adults. I'm so glad I was able to connect with Super Sweet Sixteens in order to make this a day my daughter will never forget! I would refer you over and over again and keep up the great job!!!!
    Veronica and Kayla Barley
  • I want to thank you and your staff for making Alison's party amazing. Thanks for meeting us at Crest Hollow so many times before the party to go over the room and layout. You came through and I will be using you for our other daughter's Sweet 16 next year! I recommend you to everyone!
    Mark Giannonie
  • Thanks for making Ashley's party everything she was hoping for. You guys provided everything, all I needed was the place and food like you said. I was really impressed with how everything flowed from the start. You guys are a real business, not just some mobile DJ company. Good luck on all the projects you guys are working on. The lighting was super professional and the kids were going crazy all night.
    Bernie U.
  • Super Sweet Sixteens did my daughter's sixteenth birthday party and took care of everything from the beginning to the end. From the introduction to the candle lighting ceremony and beyond -- all very professional. The D.J., played all my daughter's favorites and kept the party jumping. Everyone was dancing all night long without missing a beat. I highly recommend Super Sweet Sixteens for your next occasion. Matt, the D.J., and the rest of the crew --lighting, table settings (outrageously creative) --They made the party a success and our friends are still telling us what a great time they had!
    Raymond Genao
  • You guys rocked my party! All my friends were impressed, even the ones that had really nice parties of their own. You guys came through with all your promises and the place looked great. I recommended you to all my friends who are having Sweet 16 parties so we can make sure you guys are the DJ. Thanks again! The laser was sick!
    Christy Byroni
  • Thanks for starting off our year awesome! You made our daughter Alexandra's party awesome! You were referred by a friend and we owe them big now! Again - thanks for everything - the lighting, fog, name in lights, pink carpet entrance, invitations - all top notch. I will recommend Super Sweet Sixteens to my friends for their daughters.
    Rebecca T.
TOP