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PLANNING THE PERFECT PARTY
It’s that time
of year when it seems like there are parties
every weekend. Between special occasions,
graduations, birthdays and weddings, you’re
either going to a party or hosting your own
event. And while you know that everything may
not go as expected (drat those little
surprises!), by planning ahead, you can assure
that the event will go as smoothly as possible.
Whether you
are having a formal sit-down dinner or a casual
backyard barbecue, good planning will take most
of the stress out of the day. And since this is
your party, you should be having fun too!
Here are some
guidelines for planning the perfect party.
Depending in the type of event you are hosting
(formal vs. informal for example) you will not
need to do or buy everything on this list. Your
choices will be based on your theme.
GETTING STARTED
·
Determine the type of event—If this is your event, what are you most
comfortable with? A formal sit-down dinner or a
pot luck with friends? Choose something you
will enjoy. If the event is in someone else’s
honor, see what their preferences are. The
rest of your party will be determined by this
decision, from dress code, to guest list, to
invitations. For example, you wouldn’t invite
young children to a black tie event, nor would
you have your friends arrive in business attire
for a backyard barbecue.
·
Set your budget—Once you choose the type of event, decide how much you
are willing to spend. Also, decide ahead of
time where you are willing to make concessions
should your original plans not work out. For
example, you want to have a magician for your
child’s birthday party, but you didn’t realize
the cost until you began investigating. Since
you promised him the magician, you concede on
the party favors and hold back on the
decorations.
·
Select a location—This can be your own home or another venue. If you
plan to hold it at a hall or restaurant, give
yourself enough time to call for reservations.
Keep your guests in mind when selecting the
venue. Is there ample parking? Is there ample
seating? Are there accommodations for
out-of-town guests nearby? Will the space be
too crowded if all the guests on your list show
up?
·
Choose a theme—Choose a theme that mirrors the event. Of course
there’s the obvious graduation caps for grads,
and baby booties for baby showers. But for
other parties, select something suited to the
occasion. For example, do not decorate the room
with cowboy hats and bandanas for a formal
affair. Do not select a casino theme for a
teen’s party. Whatever you do choose, the
entire party will revolve around the selection.
Your invitations, decorations, menu and
entertainment will be decided upon by the
theme. Are you having a luau? Then be prepared
to serve a roasted pig, not deep dish pizza. Or
are you having a circus theme? Then you’ll be
looking at clowns and eating hot dogs.
·
Create an itinerary—Once you have direction for your party, write down
everything you need to do, along with a timeline
to do it. For instance, cake orders need at
least one week’s notice, depending upon the
complexity. Centerpieces need a few week’s
notice if you want something fun like candy
bouquets. Check your itinerary often so you
don’t overlook anything. Also create an
itinerary for guests, especially if they are
traveling from out of town. Give them a list of
hotels to select from, rental car facilities in
the area, and attractions other than the party
should they decide to stay on a few days after
the event.
INVITATIONS
·
Make a guest list—Create this based on the type of atmosphere you
want. Some guests are more lively (or
obnoxious) than other, while some are better
conversationalists. Try to make sure everyone
will be comfortable with the other guests.
·
Select invites—These should be chosen in accordance with your theme.
Select fancy calligraphy for formal affairs, or
handwritten for less formal. Be creative and
use your theme. Write the invite on a baseball
for a sports-themed party, or on a CD for a
teen’s get-together. The possibilities are
endless.
ENTERTAINMENT
·
Music—Will this be recorded or live? Will you use a stereo and CDs,
tune in the oldies station, or hire a DJ or
band? Whatever goes along with the theme. Just
give yourself enough time if you plan to hire
someone.
·
Games—Will there be children to entertain? Set up games in the yard,
or put out board games inside. Even adults
enjoy games. Make them fit the theme. Buy
classic board games for a 50s party, or croquet
and horseshoes for a barbecue.
·
Live—In addition to background music, you may plan on having an
entertainer of some sort—be it a magician,
clown, or even a palm reader for a New Age
party. Select one to fit the theme, and have
cash on hand for a tip.
DECORATIONS
Select these based on your theme.
You can be as elaborate as you want, depending
on the formality of the event, or just a few
special items if you’re on a limited budget.
Here are some guidelines of what you can use.
·
Centerpieces (floral, edible, decorative)
·
Room Décor (flowers, streamers, banners, cutouts)
·
Balloons (individual, bouquets, arches)
·
Outdoor (yard signs, banners, balloons)
·
Candles (votive, pillar, birthday)
·
Confetti
·
Signage (directional, welcoming, informational)
·
Lighting (set the mood)
MENU
Whether you prepare the food
yourself or have it catered, here are guidelines
as to what to provide for your guests.
·
Appetizers (hot, cold, snacks)
·
Alcoholic Beverages (will this require a bartender?)
·
Non-alcoholic beverages (some sugar-free for dietary needs)
·
Salads (pasta, green, gelatin)
·
Side dishes (potatoes, vegetables, rice)
·
Entrees (meat, seafood, vegetarian)
·
Desserts
·
Cake (birthday, wedding, anniversary, etc.)
·
Condiments (as appropriate to meal)
·
Candy/nuts/snacks for tables (refill throughout the party)
TABLEWARE
Select based on your theme—cloth,
silver and glass for more formal affairs, paper
and plastic for informal.
·
Tablecloth and/or skirting
·
Place cards (for formal table settings)
·
Napkins (dinner, beverage, imprinted)
·
Cutlery (based on menu needs)
·
Plates (dinner, dessert)
·
Cups/glassware
·
Coffee/tea cups
·
Serving accessories (trays, bowls, flatware)
MISCELLANEOUS
Below are some other items/options
you may choose to hire or purchase for your
event, depending on your budget and needs.
·
Videographer (supply him/her food)
·
Photographer (supply him/her food)
·
Guest Book (provide a pen)
·
Name Tags (if guests don’t know each other)
·
Party favors or giveaways (select based on theme and budget)
·
Goodie bags (fill based on theme and budget)
·
Disposable cameras (budget in the cost of developing)
·
Pinata (provide ample space, don’t forget a stick)
·
Hats
·
Noisemakers
GENERAL TIPS
·
Spills Happen—Accidents and spills happen. Don’t let them stress you
out. Have spot remover and other common
cleaners on hand for any emergency.
·
Know the law—When planning a party for children, know the law. What is
curfew in your town? What is the drinking age?
What is the smoking age? What is your
responsibility as the homeowner at any party?
·
Confirm and re-confirm—Even the best-laid plans can go awry. By
staying on top of things, you can cut your
chances of this happening. When you order
anything, like flowers or food, or book a venue
or entertainer, be sure to call at least once,
if not twice before the event to confirm. If an
entertainer is attending, provide him/her with
directions and confirm the time. If they are
not familiar with the area, give them an
estimate of how long it would take to get there.
·
Hire a party planner—When all else fails, hire a professional. Let
them do the footwork for you so you can relax
and enjoy the day.
These are same
very basic guidelines for a successful. Some
parties, such as bridal showers, have needs of
their own. While other, like a child’s birthday
party with a few friends might not require as
much planning. Either way, planning ahead can
make the day go more smoothly.
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