Ultimate Hen & Stag Party Planning Checklist

Planning a hen or stag party is a big responsibility, after all, you want the guest of honour to have an unforgettable send-off! Whether you’re the best man, maid of honour, or the group’s unofficial organiser, this checklist will help you cover every detail and avoid any last-minute stress. At Bar Crawl Beauties, we’ve seen it all, so we know exactly what makes a party legendary. Let’s get started!

1. Set the Date

The first step is to get a date in the diary. Chat with the guest of honour and the most important guests (think family, best mates, and anyone travelling from afar). Consider busy seasons, work commitments, and any big events in your chosen city. Remember, the earlier you set the date, the more options you’ll have for venues and activities.

Pro tip: If you’re planning a summer party, book at least two months in advance, peak weekends fill up fast!

2. Build Your Guest List

Ask the guest of honour for their must-invite mates, this is their day, after all! Get everyone’s contact details and set up a group chat. WhatsApp, Facebook Messenger, or even a private Instagram group works well to keep everyone in the loop.

Don’t forget: Double-check for any “do not invite” names, awkward situations are best avoided early on.

3. Choose Your Destination

Pick a city that suits your group’s vibe and budget. Are you after wild nightlife, quirky bars, or something a bit different? Bar Crawl Beauties covers 30+ UK cities, so you’re spoilt for choice—Liverpool, Newcastle, London, Manchester, and more! Consider travel distance, accommodation prices, and what each city has to offer.

Location tips:

• Central locations make it easy to hit all the best bars.

• Check for local events or festivals that could add to the fun (or make accommodation more expensive).

  
  

4. Decide on a Theme (Optional)

Themes aren’t just for fancy dress lovers, coordinated outfits, colour schemes, or even a simple “matching sashes” rule make your group stand out and add to the fun. Popular ideas include retro, festival chic, “back to school,” or even a full-on costume party.

Theme ideas:

• Movie nights (think 80s, superheroes, or famous duos)

• Glitter and glam (sequins, feathers, and all things sparkly)

• Classic “bride tribe” or “stag squad” sashes and accessories

  
  

5. Set the Budget

Be upfront about money from the start. Factor in travel, accommodation, activities, food, drinks, and spending money. Bar Crawl Beauties offers set-rate packages, so you know exactly what you’re paying for, no hidden costs or nasty surprises.

Money-saving tips:

• Book early for group discounts.

• Share rooms or apartments to save on accommodation.

• Use payment apps (like Splitwise or Monzo) to keep track of who’s paid what.

6. Book Your Activities

Now for the fun part! Secure your Bar Crawl Beauties package and customise your night with legendary drinking games, professional hostesses, or VIP access to top bars and clubs. All activities are centred around the ultimate bar crawl experience, no need to worry about daytime events or workshops. It’s all about making your night out unforgettable.

• Why book with Bar Crawl Beauties?

• We handle every detail, from exclusive bar access to organising and running the best drinking games.

• Our hostesses keep the group together, bring the banter, and keep the energy high all night long, so you can focus on having a blast.

7. Arrange Accommodation

Book your accommodation early for the best deals and locations. Hotels, apartments, or Airbnb's all work, just make sure you’re close to the action so you can walk (or stumble) between bars and activities.

Accommodation checklist:

• Enough beds for everyone (no one wants to sleep in the bathtub!)

• Central location for easy bar-hopping

• Flexible check-in/check-out times, especially for late nights

  
  

8. Plan the Journey

Sort out transport to and from your destination, trains, minibuses, or taxis. If you’re travelling as a group, book in advance for discounts. Make sure everyone knows how they’re getting home at the end of the night, especially if you’re visiting multiple bars.

Travel tips:

• Share taxi numbers and local transport info in the group chat.

• If you’re splitting up, always have a buddy system.

  
  

9. Collect Payments

Set up a kitty or use a payment app to collect money from the group in advance. This avoids awkward “who owes what?” moments on the night. Pay deposits and settle balances before you go so you can focus on having fun.

Pro tip: Assign a “treasurer” to handle the funds, ideally someone who won’t lose the kitty after the first round!

10. Share the Itinerary

Send everyone a simple schedule with times, addresses, and key contacts. Include dress codes, meeting points, and any must-bring items (like ID, tickets, or props). A printable or digital itinerary keeps things organised and prevents anyone from going AWOL.

Itinerary essentials:

• Start time and location

• List of bars/activities with addresses

• Emergency contacts and local taxi numbers

  
  

11. Prep the Playlist and Games

A banging playlist gets everyone in the party mood! Ask for song requests ahead of time and create a mix of classics and the guest of honour’s favourites. Plan drinking games and dares for between bars, check out Bar Crawl Beauties’ top picks for inspiration.

Game ideas:

• Never Have I Ever

• Wheel of Dares

• Beer Pong

• The Alphabet Game

• Ring Of Fire

  
  

12. Pack the Essentials

Don’t leave it until the last minute! Make a checklist of everything you’ll need:

• Fancy dress, sashes, props, and party favours

• Phone chargers, ID, and emergency contacts

• Tickets, booking confirmations, or wristbands

• Plasters, painkillers, and a bottle of water for the morning after

  
  

13. Confirm Bookings

Double-check all reservations a week before the party. Make sure bars and venues know you’re coming, especially for larger groups. Confirm accommodation, activities, and transport so there are no surprises on the day.

Quick call checklist:

• Bars and clubs

• Accommodation

• Daytime activities

• Taxi/minibus bookings

  
  

14. Delegate Roles

You don’t have to do it all yourself! Assign roles to keep things running smoothly:

• Timekeeper (keeps the group on schedule)

• Photographer (captures the best moments)

• Chief organiser (handles bookings and emergencies)

• Social media manager (for sharing the fun)

  
  

15. Enjoy the Night!

After all the planning, it’s time to let loose and enjoy! Go with the flow, keep the energy high, and remember, the goal is for everyone, especially the guest of honour, to have a blast. Don’t sweat the small stuff, and if plans change, just roll with it!

Bar Crawl Beauties top tip: Our hostesses are pros at keeping the party going and making sure everyone’s included, so you can focus on making memories.

Bonus: After the Party

Don’t forget to share photos and stories the next day! Thank everyone for coming, and maybe even start planning the next group adventure.

Ready to plan the ultimate hen or stag night? Check out Bar Crawl Beauties’ packages at barcrawlbeauties.co.uk and follow us on Instagram for more inspiration: @barcrawlbeauties.

If you need help with ideas, bookings, or last-minute changes, our team is always here to help. Cheers to an unforgettable party!