Three days before Christmas of 2024, my partner and I bought our first house as a couple. This made for an equally hectic but well timed position to be moving. Especially when you don’t have to open any gifts until you get home. As such, the following month was littered with the chaos of getting settled and giving everything a place in our new home. With Valentine’s Day right around the corner, we wanted to throw a cute, little housewarming party to be triple duty: 1) to showcase our new and first house, 2) to see our friends, and 3) to celebrate the holiday in our house. We picked the Sunday before Valentine’s Day (January 9, 2025) in order to not mess with anyone’s romantic plans for their day of love, but it also lined up perfectly with our of the day we met. As such, we threw, what I call, a Coffee-tail (coffee + cocktail) Brunch from 9:00am-11:00am. Here are the pictures and breakdown of the planning and execution from start to finish.
Table of Contents
- Deciding on a Theme and Purpose
- Crafting the Guest List and Budget
- Designing The Invite
- Planning The Menu
- Planning the Decor
- Picking an Engaging Activity
- Making a Hostess Checklist
- Details, Details, Details
- Ready, Set, Party
- Post Work, Post Party
- Recap
Deciding on a Theme and Purpose
The hardest party of any planning process is picking a date, time, and theme for your function. For this housewarming, I knew that I wanted a simple, open house style brunch so that friends could come in and out as needed, especially being so early in the day and right during church hours. I knew quickly that having the event so close to a holiday meant I could plan around that and keep my decor up for the holiday itself. Now with the date and time solidified, all we needed was a theme. It needed to be valentine related, but I also wanted it to not look like red hearts threw up all over the house, and not overly feminine so the guys could enjoy it as well.
I started perusing on Pinterest for the vibe. I knew that I wanted a signature drink, then saw a pink coffee on Pinterest and got to work testing a pink coffee recipe. It was a success.
And once we had that, it was time to get down to the nitty gritty.
Image by TᑌᒪIᑎ KᑌᖇᗪI on Pinterest.
Crafting the Guest List and Budget 👯
When I sat down to plan this gathering, I knew two things: I wanted to keep it small—just seventeen of my favorite people (including myself and my partner)—and I didn’t want to spend more than $200. That meant being strategic with every dollar. To keep myself on track, I used ChatGPT to help draft a purchase list and budget breakdown. Seeing the numbers laid out made it all feel doable instead of immediately overwhelming. I estimated to set aside $50 for food, $40 for drinks, including a simple signature coffee, $30 for serving wear, $30 for decorations, and $50 for a fun activity or small party favors.
Designing The Invite 🎨
The hardest part of a last minute (under two months) function is being able to get invites out on time in order to ensure that the most amount of people invited can RSVP and come to your function. When designing this particular invite, I knew that I wanted it to read gender neutral, simple, and to reflect the decor and color pallet at my party. Here is what I came up with when smashing a few templates together on Canva (with our information obviously removed). I sent it out January 22nd in order to give people enough time to RSVP, as most people really only need two to four weeks for a last minute notice.
Want to use this template for your own party?
Here is the link for you to purchase the template.
Planning The Menu
I knew I needed brunch foods, coffee supplies, and something savory to balance the sweets. I settle on fruits, heart cookies, brunch pastries, and bacon twists–and of course my signature pink coffee. Here is the list that we ended with between Aldi and Dollar Tree shopping to keep me on budget.
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Grocery List 📝
Fruits (2 servings per person)
- 2 Boxes Strawberries
- 2 Boxes Raspberries
Brunch
- 2 Packages Turkey Bacon Strips
- Brown Sugar
- 60 Mini Chocolate Donuts
- 1 Package of Heart Cookies
Drinks
- 1 Half-gallon of milk
- 1 Quart Vanilla creamer
- 1 Container of Vanilla Extract
- 1 Box of Food Coloring
- 1 Bag of Lemons (for infused water)
- 1 Bag of Frozen Fruit
- 1 Bunch of Mint Leaves
Want to use this template for your own party?
Here is the link for you to purchase the template.
Signature Drink | Pink Hazelnut Coffee ☕
Ingredients Needed:
- 5-10 drops pink food dye (adjust for desired color vibrancy)
- Good & Gather Toasted Hazelnut light roast coffee (from Target)
- 3 cups whole milk + half and half mixture (or vanilla creamer)
Planning the Decor 🎈
Before making any purchases, I sat down and opened Canva to sketch out a vision for the backdrop photo area and table setup. I mapped out where the balloons would go, played around with different color combinations, and imagined how everything would come together to create the right atmosphere. I wanted the space to feel cohesive and inviting, so I focused on balancing the decorations without overcrowding the area. Having a visual mockup helped me stay organized and ensured that every detail—down to the smallest accent—fit the overall vibe I was aiming for, as well as give me a photo reference for placing things on the day of the party.
Balloons & Backdrop
Picking an Engaging Activity
When planning an engaging activity, I wanted something that felt interactive yet personal. Handmade Valentines seemed like the perfect choice, so I ordered a set of blank white cards, leaving room for guests to decorate and write their own heartfelt messages. To add another layer of experience, I incorporated a guided walk-through of the house, where the hosts could share stories, fun facts, or hidden details about the space. It created an opportunity for guests to connect not just with each other, but with the environment around them, making the gathering feel more immersive and memorable.
Setting the Scene | How to Build an Atmosphere for a Party
The right atmosphere can make or break a gathering, and it all starts before the first guest even walks through the door. Think about how you want people to feel when they arrive—warm, excited, relaxed? Start with lighting: soft string lights or flickering candles instantly create a cozy, inviting glow. Music sets the tone, so craft a playlist that matches the vibe—upbeat for a lively crowd, mellow for an intimate gathering. Then, layer in scents with fresh flowers, a lightly scented candle, or something delicious baking in the oven. Small details like thoughtfully placed seating, a welcoming drink station, or a statement decor piece (like a photo backdrop or themed centerpiece) help tie everything together. When the scene is set with intention, your guests won’t just attend the party—they’ll feel part of an experience.
Heart Shaped Napkins Tutorial
Folding heart-shaped napkins is an easy way to add a charming touch to your table setting without much effort. Start by laying a square napkin flat, then fold it in half to form a rectangle. Lightly crease the center to mark your guide, then unfold it back to a square. Next, fold the bottom edge upward into a wide triangle, and bring the left and right corners up at an angle to meet in the middle, forming the heart’s lower point. To round out the top, gently fold down the upper corners, adjusting as needed to refine the shape. Smooth out any creases, and you have a simple yet elegant heart-shaped napkin, perfect for adding a romantic or festive touch to your gathering.
XO Paper Tale Runner
Creating an XO paper table runner is a fun and affordable way to add a personalized touch to your party decor. Start with a roll of kraft paper, butcher paper, or even wrapping paper as your base. Using a marker, paint, or pre-cut letters, decorate the runner with large “X” and “O” patterns, symbolizing hugs and kisses. You can keep the design simple and modern with black ink or go for a playful, colorful look with red, pink, or gold accents. For an extra layer of detail, sprinkle in hand-drawn hearts, doodles, or even guest names for a personalized touch. Once complete, roll it out along the center of your table, letting it serve as both a decorative element and a conversation starter.
Faux Flower Arrangement
Creating a beautiful faux flower arrangement is a simple yet elegant way to brighten up any space without the maintenance of fresh flowers. Start by gathering a variety of faux flowers with wire stems—choose different textures, colors, and heights for a balanced, natural look. You’ll also need a decorative vase (something not too expensive, as it can make the flowers look cheaper if it’s too ornate). Begin by cutting the flower stems to your desired length using wire cutters. Start arranging the tallest flowers in the center, placing shorter ones around the edges to create depth. Secure the flowers in place with floral tape at the base if necessary, and fluff the petals to give them a more lifelike appearance. For a final touch, lightly add flower-scented essential oils to enhance the illusion of fresh flowers. The result? A stunning, low-maintenance centerpiece that will last for months!
An Enticing, Savory Scent
Imagine walking into a room filled with the rich, enticing aroma of an Espresso Martini-scented wax melt gently warming in a wax melt warmer from Aroma On The Rocks. The deep, robust scent of freshly brewed coffee blends perfectly with sweet vanilla and nutty hazelnut, creating a cozy yet sophisticated atmosphere. This signature scent is the perfect match for the evening’s drink, as your guests sip on an espresso martini that mirrors the wax melt’s delectable aroma. The combination of the warm wax melt and the crafted cocktail adds an extra layer of sensory enjoyment, making the gathering not just a feast for the eyes, but for the nose as well.
Choosing the right playlist.
The perfect Valentine’s Day playlist, Jazz for Lovers, sets the mood with smooth, romantic melodies that create an intimate yet relaxed atmosphere. Featuring timeless classics from artists like Chet Baker, Ella Fitzgerald, and Bill Evans, this playlist balances soulful ballads with light, conversational instrumentals. The warm tones of a saxophone, the gentle brush of drums, and the velvety hum of a double bass make it easy to unwind, enjoy a glass of wine, and chat effortlessly. Whether you’re setting the scene for a cozy dinner at home or a laid-back evening with someone special, this playlist keeps the romance subtle, stylish, and oh-so-effortless.
Let’s Do A Stupid Check…🤔
Hosting a gathering means juggling a hundred little details, and let’s be honest—sometimes things slip through the cracks. That’s why I always do a last-minute “stupid check” before guests arrive. This is my foolproof way to catch anything I might have forgotten, from mismatched napkins to the playlist that’s still stuck on a random shuffle.
It’s all about the details, details, details—and, of course, the DIYs. Did I set up the handmade decor the way I envisioned? Are the candles lit, and does the space feel inviting? Is the food arranged so it looks just as good as it tastes? I run through the checklist, adjusting, fluffing, and fixing as needed. This final pass ensures that when the doorbell rings, I can actually enjoy the night instead of scrambling to light one last candle or find the missing drink stirrers.
The Ultimate Hosting Checklist Test
✨ The Atmosphere Check
✅ Are the candles lit and/or string lights on?
✅ Is the music playing at the right volume? (Not too loud, not too quiet.)
✅ Does the space smell inviting? (Light a candle, bake something, or spritz a room spray.)
✅ Is the temperature comfortable? (Too hot? Too cold? Adjust now!)
🍽️ The Food & Drink Check
✅ Is the food plated and ready to serve? (No last-minute scrambling!)
✅ Are drinks easily accessible, with enough cups, ice, and stirrers?
✅ Do I have enough napkins, plates, and utensils for everyone?
✅ Is there a trash can or bin nearby for easy cleanup?
🎨 The Decor & DIY Check
✅ Is the handmade décor set up the way I imagined?
✅ Are the balloons or table settings arranged nicely?
✅ Is the photo area/backdrop staged and ready for pictures?
✅ Do I need to fix or adjust anything?
📝 The Guest Experience Check
✅ Do I have a fun activity planned and set up? (Handmade Valentines, house tour, etc.)
✅ Is there a place for coats, bags, or extra seating if needed?
✅ Do I have a backup plan in case guests stay longer than expected? (Extra snacks, games, music playlist extension.)
✅ Have I taken a deep breath and reminded myself to have fun?
Download your FREE PDF of our Ultimate Checklist!
Ready, Set, Party
Hearts & Hazelnuts Themed Tablescape
Before & After
Post Work, Post Party
Estimated Total for Your Replication.
Food & Drink: $80 – This covers everything from fruits, brunch pastries, savory snacks like turkey bacon strips, to your signature pink coffee, drinks, and clear mugs and glasses.
Decor: $30 – Includes balloons and poster board for your photo area and any extra decorative touches to make the space feel festive.
Details: $40 – This covers the faux flowers, menu board, napkins, paper table runner, heart sticks, and heart straws for a personalized touch to your setup.
Activity: $20 – Handmade valentines as a fun activity that also adds a personal, interactive element to the event.
Total Estimated Cost: $170 – A thoughtfully planned budget that ensures you can create a memorable and enjoyable experience, staying well within your budget.
Clean Up & Storage Tips
Once the fun is over, start by dealing with any leftover food and drinks. Dispose of perishable items that have been sitting out for more than two hours, while refrigerating any non-perishables like mini donuts or fruit for later use. Wash your serving trays, bowls, and utensils, and if you used plasticware, rinse it off and store it for future events. After clearing the dishes, give your tables and surfaces a quick wipe with a cleaning solution to remove any sticky residue or spills.
For the decor, carefully pop and dispose of any balloons. If you plan to reuse them, gently deflate and store them away. Collect your reusable items, like faux flowers, napkins, and your paper table runner, and fold or store them in plastic bins to keep them in good shape. Rinse heart straws and sticks, then place them in a box or bag for next time. If you had any interactive activities, gather any leftover handmade valentines, game pieces, or props, and store them for future events or keep them as keepsakes.
Finally, make sure to handle the cleanup of your space. Collect any trash and separate recyclables from non-recyclables to make disposal easier. Sweep or vacuum the floor to remove any leftover crumbs, paper, or confetti. Store your mugs and glasses in a cabinet or box, and make sure everything is tucked away neatly. By following these steps, your space will be clean, and all your supplies will be ready and organized for the next event.
Recap after the fact!
What a fantastic way to spend the holiday week and celebrate a major milestone—christening our very first home! The event was filled with laughter, delicious food, and great company, making it a memorable occasion. It was the perfect opportunity to gather loved ones, share the excitement of our new space, and create lasting memories in our new home. What better way to mark the start of this new chapter than with a holiday celebration that set the tone for many more to come?
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