EZ Peasy Party | Long Island Supplier Arrival Sheet
The cake is coming. The tables are coming. The entertainer needs to set up. Nobody should have to find you halfway through greeting your guests to ask which door to use. A simple supplier-arrival sheet gives the right person the right answer before the first delivery.
This is a practical handoff for a Long Island home or hired room, not another giant planning checklist. It brings together arrangements you have already confirmed with your venue and suppliers. Start with a blank page and one organizer who can keep it current.
Give each arrival a destination and a person
“Come at one” leaves too much unsaid. Record the approved entrance, the person who will meet the supplier and the space where their work belongs. A Garden City hired room may have a designated delivery door; a Woodmere home may need its front entrance kept open for guests. Ask about the actual property rather than assuming a town has one standard arrangement.
Send the sheet only to the adults and suppliers who need it. Keep guest lists, children’s details and unrelated private information elsewhere. The party-day contact should know the plan and have agreed to that responsibility.
Copy this five-part handoff card
Make one card for each supplier. Use the supplier’s confirmed terms, not times copied from an example:
Who and what: supplier, booked service, adult organizer and the supplier’s agreed contact.
Where: full venue address shared privately, approved entrance, parking or unloading instructions and exact setup destination.
When: agreed arrival window, setup-complete time, service start and finish, then removal or pickup window.
Who meets them: named adult, contact method and backup adult who has agreed to help.
What completes the handoff: items or layout to check, who accepts the agreed delivery and who resolves a question before work changes.
Add a version label at the top, such as “Party arrival sheet — final review [date/time].” Replace earlier copies when arrangements change. Do not mark a detail confirmed while you are still waiting for the provider’s answer.
Spot the doorway clash before party day
Put the arrival cards in time order. If the caterer, decorator and rental delivery all share one narrow entrance, ask the venue and suppliers whether the windows work together. Let the providers say how much access or setup time they need. Do not invent a shorter slot to make the spreadsheet look tidy.
At a Huntington venue, an elevator reservation may matter; at a Syosset backyard party, the agreed access route may matter more. These are questions to check at your location, not statements that a particular restriction applies. Include the removal plan too: guest departure, cleanup and supplier pickup are different activities.
Define the handoff without creating a new job by accident
Someone opening the door is not automatically responsible for assembling equipment, directing technical work, supervising an activity or approving extra charges. Write down what each person has actually agreed to do. If several services need active coordination, use our planner and coordinator guide to decide which responsibility you want professional help with.
For room access questions, keep the venue comparison guide nearby. For the bigger sequence of decisions, use the birthday planning checklist. This arrival sheet is the smaller document you use once those decisions become real arrangements.
Supplier-arrival questions
Is this the same as hiring a party coordinator?
No. This worksheet records agreed access and handoffs. It does not hire staff or transfer responsibility. If you want someone to manage suppliers on the day, agree that role and its scope with a planner or coordinator.
Should every supplier receive the full contact list?
No. Give each supplier the approved access contact and the details needed for their task. Keep guest information and unrelated private details out of the shared sheet.
What if a supplier’s arrival time changes?
Ask the named organizer to check the effect on the venue and other arrivals, confirm the revised arrangement with the affected suppliers, then issue one updated version. A changed worksheet does not change a contract by itself.
Keep your next step EZ
EZ Peasy Party is being built to connect Long Island customers with party pros in one place. Customer booking through EZ Peasy is coming soon. Join the customer launch list or browse the planning library while you prepare. This worksheet does not place a booking or send a supplier a message.
