How to Entertain like a Rockstar: Hospitality & Party Planning Tips

Learning how to entertain is so much more than just throwing a party; from gatherings with extended family, birthday parties, holiday events, celebrating special occasions, backyard barbecues, and even as part of a ministry for Christians. It’s one of the ways I get to be the hands and feet of Jesus. Relationships are at the heart of every gathering, and creating a warm, welcoming environment is one of the best ways to show love to those we care about.

But that doesn’t mean practicing hospitality has to be a source of stress! Whether you’re planning a birthday brunch, family reunion, themed dinner, or even a casual potluck with neighbors, these proven hosting tips will help you entertain with confidence, grace, and joy.

Practice Intentional Hospitality

To me, hospitality is a ministry. It’s not about impressing people with a spotless house or gourmet food but rather about creating a space where people feel the love of God the moment they walk through the door. I believe our homes are sacred places, and when we open them with joy and intention, we open the door for healing, connection, and even transformation.

And that means being intentional about practicing hospitality. Choose to put something on the calendar, and once you’ve committed, you’ll make it happen! One of the best things I’ve learned over the years is that connection matters far more than perfection.

You don’t have to do everything yourself. Ask guests to bring a dish, and I recommend you have preset ideas to assign to guests, such as “an organic watermelon”, “organic berry bowl”, organic vegetable & green salad (no dressing), disposable silverware or bowls, bags of ice, etc. are just some ideas to start with.

Some guests may want to bring extra dishes. Allowing people to contribute when they want to be part of the process helps them feel included and allows them to use their own gifting. I’ll even hand them an apron and make them part of the family!

As I always say, joy is the key ingredient to every successful gathering. If you’re not enjoying yourself, your guests won’t either! When I host, my prayer is always the same: “Lord, let everyone who enters this home feel Your peace, Your joy, and Your love.” That’s what intentional hospitality looks like to me.

Prep ahead of time so you can focus on the joy of being together. It’s easier to enjoy yourself in the moment when you’ve done the proper planning ahead of time (Proper Planning Prevents Poor Performance!) and set yourself up for success. This is an overview of some of my top tips and the things that work best for us to give you a starting point to learn how to throw a party with excellence and stress-free fun.

Bottom line – when people walk away at the end of the event, I want them to feel cared about. Thoughtfulness is the essence behind every decision I make when preparing for the gathering. For example, when they see that I matched the diffuser blend to the body care products available in the bathroom and they coordinate with the theme of the event, they know that didn’t happen by accident. Guests know that I put intentional thought behind that choice to make them feel how much I care for them.

Set the Flow With Stations & Practical Touches

When I’m preparing to host, one of the first things I think about is the flow of the space. A well-designed layout makes a world of difference. I’ve made the mistake of putting beverage cups next to the silverware and napkins, and it causes bunches and crowd chaos. Trial and error will teach you what works best for your layout.

You always want people to be able to get to what they need, move through without causing bunched up places as much as possible. Take time to think through where food will be served, where people can sit, and how to keep things moving smoothly so nobody feels crowded or left out.

Keep guests moving smoothly through your space by planning your flow and stations wisely:

• Food Buffet Setup
• Beverage Station
• Dessert Zone
• Dishes and Utensils

Buffet and Setup Simplification for Your Party

First, get the order right. I recommend you start with plates and silverware, then appetizers, sides, and main dishes in that order.

Provide what guests will need, where they will need it. For example, dips near the chips, crackers, and veggies that they will be dipping. But your coconut-milk whipped cream would go beside the watermelon fruit basket, since that’s where people would want that topping.

Organize the food flow as well. Have appetizers set separate from the main dishes. Appetizers transition into dinner. Dinner transitions into dessert. You can keep adding as the meals and dishes are ready to serve, to keep the flow going.

Make refills simple, too. For example, keep all your extra dry finger foods (chips, cookies, crackers) that will need to refill your serving dishes through the evening in one place. It will be easier to keep all those chip bags and cracker boxes in one larger box, so it’s easy to find what you need. Plus, that can be a great task for one of the kids to help with if you have little ones learning about hospitality.

Beverage Station – Hot & Cold Drink Options

On the morning of our gathering, I love getting the beverage station set up first—it’s one of the simplest ways to make guests feel welcome right away. Plus, I find that having the beverages in a different area from the food and desserts will help keep people from being too crowded into one space.

Place your warm drinks, like organic herbal teas and coffee lattes, in one area with mugs, and group the cold drinks together with cups nearby, so it’s easy for people to help themselves. Setting this up early means the very first guest has something to sip on while you finish last-minute touches on the food, and it frees you or your kids up to greet everyone with a smile.

We usually have two plug-in coolers at the beverage station as well. One will have bottled water inside, while the other usually has other bottled options like kombucha, sparkling water, Zevia, or any combination of that. With a smaller group, I’ll have an ice bucket for guests on the counter, but with a larger group, I’ll have more ice in a larger beverage stand with more ice and beverage options.

Dessert Zone

When it comes to desserts, it’s easiest to keep the sweet treats tucked away in a separate location until it’s time to serve. (In my case, it’s in the laundry room!) Not only does it help keep little hands from sneaking bites, but it adds a little “wow” moment when you unveil the full spread.

Again, you’ll want to set out a second set of silverware just for dessert. You’ll want extra forks, since they seem to disappear the fastest, followed by spoons and then knives. Keep an extra set of small plates, too, as well as all the lids of the serving dishes and bowls you’ll want to be able to find later.

Many of my favorite dessert recipes, like Coconut Milk Ice Cream or Coconut Whipped Cream, can be made ahead and frozen in serving-sized portions. I’ll pull them out the night before and set them on towels or paper towels in the kitchen or laundry room to thaw. Those damp towels come in handy on the day of the party for wiping sticky hands between dishes.

When you’re thinking about how to entertain, remember that these little practicalities help keep people moving smoothly through whatever size space you have to work with.

Create an Inviting Ambiance At Each Step of the Party

Setting the right atmosphere is just as important. Before anyone even takes their first bite, they’ve already felt the spirit of your home from the moment they pull up at the door. I love using soft lighting, beautiful table decor, meaningful music, and of course, my favorite essential oil blends to create a peaceful, inviting mood.

Atmosphere matters, so don’t skip these little touches:

• Fresh Flowers and Arrangements: Add a fresh flower arrangement using premade bouquets mixed with sprigs of rosemary, mint, or eucalyptus for an earthy, elegant feel. I love them, so when it comes to flowers, more is better to me. I even have bud vases for the bathroom mirrors.
• Make Your Home Easy to Spot: Mark your home with balloons on the mailbox, a festive wreath on the door, or a cheerful banner. It helps new guests feel confident they’re in the right place and sets a welcoming tone right from the street.
• Music and Lighting for Party Ambiance: Use YouTube fireplace videos, seasonal jazz playlists, or instrumental worship music to set a relaxing mood.
• Plan for Parking and Trash Flow: Remind guests where to park so no one feels uncertain when they arrive. Flip garbage bin lids over until they’re needed and stash extra liners inside each can for quick and easy changes.
• Start the Event With Prayer: We always circle up and hold hands and pray before we officially start our dinner. Even though beverages are ready and appetizers have a “help yourself” sign from the very start, we always start our main courses with prayer!

And don’t forget the bathroom experience (including having plenty of paper towels and toilet paper on hand!). Stock it with natural hand soap, a diffuser with the same essential oils you’re using in the kitchen, and a few cozy extras like hand towels and EO-based room spray for the toilet are all things guests may appreciate.

For all my summer gatherings, I have a homemade bug-repelling spray available to use, and burn citronella-infused torches outdoors to keep guests comfortable when outside.

Choose a Theme to Tie It All Together

When you’re considering how to throw a party, themed events make planning easier and more cohesive. I always recommend choosing a flavor theme to guide your menu and tie everything together without overwhelming it.

For example, pineapple is a theme I love for Easter party planning. Once that theme was selected, it included:

• Pineapple-infused water
• Pineapple-glazed turkey
• Gluten-free pineapple upside-down cake

You don’t need to use the flavor in every dish—just enough to give the menu a unified flair. Having an option that includes that flavor profile, herb, or fruit throughout the meal plan means your guests will see the care you put into the event, while also making things simpler for you to host.

Other themes and flavor profiles you could try when throwing a party include:

• Berry Bliss – think berry salads, berry drinks like our berry lemonade, and desserts
• Citrus Fresh – great for spring or brunch events
• Savory Herb Garden – use rosemary, thyme, and basil in entrees and drinks
• Spiced Comfort – cinnamon, cardamom, and nutmeg-infused recipes for cozy gatherings

Your infused water is a great place to start! Match the fruit or herb to the event. A kid’s birthday? Use watermelon and mint. A bridal shower? Try cucumber and rose petals.

The options are unlimited, so don’t be afraid to try new things. Use a notebook to jot down what you do, what works, and what doesn’t, to make things even simpler when you throw your next party!

Plan Ahead (It’s the Rockstar Secret!)

“Proper preparation prevents poor performance” is the Z family motto, and it applies to planning how to entertain at any event, too. The more you can do upfront, the better off you’ll be.

• Freezer Power: Prep ahead and freeze what you can. We often freeze entrées like lasagna, cakes (not frosting), meatballs, broth, and even cider. Also, we’ll freeze as many of our dips, sauces, appetizers, and even side dishes that are freezer-friendly recipes, too. (Just avoid anything with sour cream since that doesn’t freeze well.)
• Menu & Grocery Lists: Decide your full menu early and make detailed shopping lists. We have some seasonal meal plan ideas to help you get started, such as our healthy Easter party food list and allergy-friendly Thanksgiving meal plans. But you can use any of our recipes to begin creating your own party menu to include your own favorites.
• Repeat Favorites: Don’t reinvent the wheel every time. You can easily reuse your best menus and simply tweak them slightly for each year. This is why it’s important to track what you do for your parties and how your guests do!
• Use Warmer for Hot Dishes: Use your Instant Pot or Crockpot to make soups, bisques, and hot dips the day before and use the warming feature for minimal fuss.

Proper planning applies to keeping things clean on the go, too. For example, one of my genius cleanup tricks? Hook garbage bags to your lower cabinet handles while setting up and use those instead of the trash cans that are pre-prepped for the event. It keeps things tidy, and your main bins will be prepared and available for the actual party.

When we set up our dessert station in the laundry room, many of those dishes are coming out of the freezer. I put clean paper towels down to catch any condensation, and then I can use those paper towels to wipe up spills and splatters on the go.

How to Throw a Party with Kids Involved

Get your whole family involved! Hosting teaches children how to serve with joy. We feel it’s important to actively teach our children how to do these things because they are doing them alongside us. It’s all part of teaching kids to embrace a healthy lifestyle, so don’t be afraid to include your little ones!

Depending on age, they can:

• Fold napkins and set the table/put out nametags (relevant for more intimate events).
• Fill our utensil caddy. Remember, we have more than one station for utensils.
• Skewer fruit/vegetables/meat, arrange appetizer trays, or stir dips.
• Greet guests at the door and show them where to put their coats or dishes.
• Be in charge of refilling chips, crackers, and veggies in the appetizer section.
• Be in charge of “Kid Zone” activities like story time, crafts, movies, games, or outdoor activities.
• Swivel sweeping and vacuuming the floor. Give them a heavy-duty wipe and let them clean any stains on the floor.
• Cleaning the bathroom. A final mirror check is always needed at our house!
• Final check of floors, entryway, and bathrooms.

Team Z is proof that when everyone pitches in, party prep becomes a bonding moment and not a burden. And it teaches our children skills they will be able to use for the rest of their lives.

Extra Hosting Pro Tips for Any Occasion

When it comes to worrying about how to entertain for any event, the secret to stress-free gatherings is not complicated. Do as much as possible ahead of time.

But here are some of my pro-tips to keep in mind as you begin to practice hospitality. Simplify where you can, prep ahead where possible, create a layout for easy flow and guest consideration, and focus on true connection with your loved ones.

• Serve fun appetizers early to keep guests happy while the main meal finishes.
• Keep drinks hot or cold all day by using insulated airpots.
• Set up a coloring station or craft table to occupy little ones.
• If a dish turns out too dry (it happens to all of us!), add a splash of broth or dressing to restore flavor.
• Take pictures early—people are fresh and smiling!
• Ask guests to bring a side dish or drinks. It lightens your load and makes them feel included. (Give ideas as needed – For example, “bring a dry salad” or “bag of ice” to fit the allergy-friendly vibe.)
• Label everything clearly—food tags, drink names, and allergen notes make guests feel cared for.
• You may need Dad to take the little ones away from the house during your primary setup time. Keep older “helpful” kids home to learn and assist!

These extra considerations will go a long way towards making your party a total success.

How to Entertain With Minimal Stress: An Example Timeline

You already know that planning ahead is my not-so-secret weapon. But here’s a super practical look at what that really looks like when I’m scheduling how to throw a party. By spreading tasks over several days (or even weeks!), I avoid the last-minute chaos and truly enjoy the celebration myself.

While each occasion and holiday has its own unique rhythm and special touches, here’s how I typically pace it out:

A Few Weeks Ahead

• Batch Prep & Freezer Strategy: If I’m making pies or desserts for another gathering, I double (or quadruple!) the batch and freeze extras. The same goes for dips, sauces, coconut milk ice cream, coconut whipped cream, or anything that stores well in serving-sized containers. (See some of our best Freezer-Friendly recipes for ideas on what you can stock up on.)
• Serving Supplies: Gather your serving platters, label them with sticky notes if needed, and make sure your beverage dispensers, warmer, and electric cooler are clean, working, and ready. Make sure you have all the utensils and plates you’ll need, too. I find that I always need about twice as many forks as spoons, and twice as many spoons as knives.
• Stock Up & Stash: I inventory my pantry and bulk spices, flour, oils, and frozen goods—then watch for sales or place a bulk order to save time and money. This is part of my basic healthy grocery shopping routine, but especially when I know I have an event coming up, I’m especially mindful.

Earlier That Week

• Pre-Chop & Portion: Chop any ingredients that store well in the fridge. Measure out dry ingredients for baking.
• Marinate + Pre-Prep: Marinate your meats, slice veggies for skewers, and chop onions or herbs that will be used later. If anything needs multiple steps (like angel eggs or layered dishes like our vegan taco dip), start now.
• Make Your Freeze & Thaw Plan: If anything still needs freezing, get it in now. If frozen foods need thawing, plan when you’ll pull them out (usually the night before).
• Trash, Linens & Extra Touches: Flip trash bin lids over until needed, stash extra liners in each can, and make sure you’ve got enough cloth napkins or disposable items for guests.

The Day Before

• Grocery Run or InstaCart/Delivery: Pick up anything fresh that couldn’t be bought early. This would be your soft produce, fresh eggs, berries, herbs, or last-minute groceries. And don’t forget to check and stock up on toilet paper and paper towels!
• Kitchen Clean-Up: I like to give my kitchen a good clean so I’m cooking in a peaceful, clutter-free space.
• Organize Serving Stations: Lay out your main dish platters, serving bowl containers (fill the ones you will need with dry snacks, chips, cookies & crackers and cover), utensil holder/s (or individual disposable napkin, plates, and silverware holders). Make labels or label them by meal course so they are ready to put on your dishes or serving spoons. Keep dessert plates and forks in the area where you are storing and serving dessert items, so you have enough new ones for everyone during dessert.
• Set Dessert Station: I like to set dessert in a separate room, away from little hands. Set out a second set of forks and spoons, as well as small plates, just for sweets.
• Thaw & Store: Pull anything from the freezer to thaw in the kitchen or laundry room, placing it on paper towels to catch moisture. I reuse those towels the next day for wiping hands or cleaning up messes around the food buffet area.

The Morning Of

• Beverage Station: I always set up my drinks first so guests have something waiting when they arrive! Group hot beverages in one area, cold ones in another, and be sure to set out the proper cups and stirrers.
• Dessert Timing: Once dinner is served, turn off your oven and pop in any desserts that are best served warm. That way, they’re ready when guests want a sweet treat.
• Diffusers Set Up: Prep your diffusers with whatever special blend of essential oils you’ll be using for the day so they are ready to turn on right before guests arrive.
• Little Ones Out of Your Hair: If you have an evening event and little ones, send them to the movies or park with daddy in the morning, and by the time they wake up from their naps, everything dinner/food will be ready to go. The older kids can stay and help you set everything up, and they are great at helping clean up!
• Music & Ambience: Turn on worship music, light candles, and get your essential oil diffusers going with a seasonal or calming blend. This is when your home really starts to shine!
• Warmers & Reheat Plan: Start reheating main dishes in order of cook time. Jot down a quick timeline so you don’t forget what needs to go in the oven when.

Right Before Guests Arrive

• Final Touches: Do a quick bathroom check, make sure lights are on, and verify your door markers, such as balloons, wreaths, or a welcome banner, are still visible so new guests can find you easily.
• Take a Breath: This is your moment. Say a prayer of blessing over your home, your food, and your guests. Hosting isn’t about perfection, it’s about love in action.
• Uncover & Unwrap: Uncover chips, crackers, and snacks and place them in their final positions. Your hard work earlier means everything should be ready to go.

If you are giving DIY goodies, don’t forget to give your guests theirs before they leave! Put them in individual bags that are labeled or personalized so they are all set and have extra ready in case other people show up that don’t RSVP. All of this can be done early and set in a box ready to go. It’s the little things that make all the difference.

Many people can feel intimidated or nervous when they start thinking about entertaining or throwing a party. I always start the event with a prayer, and even cover the event in prayer the week leading up to it. You never know how God will work in someone’s life through your simple actions. As Christians, we can learn to nurture the gift of hospitality, and with these tips, I hope and pray that you will find the experience as stress-free as possible.