Party Planning for Rookies

Party Planning for Rookies

So it’s time to plan your next party.  Do you cringe at the idea because you don’t think you have one creative bone is your body or not exactly a natural born party planner?  Perhaps the unknown task overwhelms you and you don’t even know where to start. Don’t worry, all the emotions and stress you are feeling at this very moment is natural and very common.  It comes and goes and will go away with proper planning.  In fact,  most people aren’t natural party planners. Thankfully, party planning is a skill that can be learned and developed over the years.  Even if party planning does not come naturally to you, there is hope. Yes, that’s right…so keep hope alive!  🙂  You can still plan a fantastic party with fun memories stamped in your guest’s memories for years to come. Here are some tips for you.

Decide on the Theme for your Party.

The first thing you need to decide is what is the occasion? Of course, this is the easy part!  Are you celebrating a birthday, an anniversary, a graduation, baby shower or maybe that Great Aunt Edna finally found her dentures? (Okay, that may be a little extreme, but you get the picture). After you decide the special occasion, it is time to decide on a theme. If you are planning a birthday party, the theme should be chosen based on the individual’s interests.

Set Your Party Planning Budget.

Next you will need to set your budget. Once you have a specific amount of money to spend on your party, you can move forward. When setting your budget, think of more than just cake and ice cream. You will need to think about location, decorations, entertainment, food, games, party favors and of course cake and ice cream.

What time is it?  Set a Date. 

It’s that time to set the date and time for your party.  For the younger audience, we recommend planning the party time around child naps, feedings, etc.  If you know your child gets cranky around 1:00 pm, try to plan  your party after 1:00 pm or before 1:00 pm.  The average party length for children’s parties can range between 2-4 hours depending on the party location.  Most kid friendly venue parties are 2 hours.

Who’s Coming?  Create A Guest List.

Now that you know the date and time, its time to create the dreaded guest list.  Being the organized party planner that you are, I’m sure you already have the addressed of your favorite family and friends you would like to invite to your party. If not, check the addresses from last year’s Christmas cards.  Just be sure that the addresses are correct and not outdated.

Are you trying to say on a budget?  Just remember, the amount of guests invited will determine whether your event will be large and grand or small and intimate.

The  Party Starts with the Card!

Don’t forget the invitations!  You should buy or make invitations and mail then 2-3 weeks before your party. In today’s computer savvy world, more people are opting to use Evites (www.evites.com) because of the convenience and cost savings of not having to pay for postage. Although you can use Evites to send out invitations and track guest RSVP’s, we highly recommend and prefer paper invitations when celebrating special occasions. Going the extra mile of sending or hand delivering an invitation can go along way with your guests.  Believe it or not, the invitation may be the one deciding factor that could make a guest decide to attend or not attend your upcoming party.  Some people may think invitations are a waste of paper but remember, the party starts with the invitation.  The invitation is the first thing that your guests will see and sets the tone for the party.  It also tells guests that they are appreciated and you care.”

Before you label and address your envelopes, be sure to check if the addresses are correct and not outdated.  The last thing you want to do is mess up a pretty envelope with a big nasty UNKNOWN ADDRESS stamped in red.  Not to mention, you just wasted $0.46 for a stamp that can’t be reused .  This is the very reason why we always recommend that the host orders at least 5-10 extra invitations for those just in case moments.

It’s All in the Details.

Now it’s time to get down to the specifics. You will need to make a list of all the things you need to take care of before your party.  We have a party planning check list that will help you stay on track.  Once you complete a task, then you can cross it off your never ending list.

Location.  Location.  Location.

Just like the real estate market, when planning a party the location is key.  Make sure the venue can accommodate your guests without leaving people feeling cramped, hot and irritable.  Come on, we’ve all been to a party where you just wanted to tell the host or venue to open up a window or two or three.  🙂  Just keep that in mind when booking a venue.  If you’re hosting a home party, which we love, then you have more control over spacing issues and the temperature.  I’m sure some of you are shaking your head at this very moment and in the back of your mind saying, “you couldn’t pay me to have a party at my house.”  🙂

No matter where the location, you will also need to buy or make decorations, plan  ice breakers, games, and crafts for kids, and hand make or order the food and cake. Of course, all these particulars will depend on the theme of your party! If someone else is helping you plan the party, divide up the work!  Yes, that means you have to delegate!  Just let go and let others help you.  This will make it easier on you and it will give you a sense of pride and team work! Think of it as a bonding experience with fellow family, friends, and parents that assist.

Don’t forget about checking out Pinterest, Facebook, and Instagram along with the endless party planning blogs for additional ideas.  Use these tools just like a visual scrapbook or inspiration board to turn your ideas into a work of art.

Remind Your Guests the Day Before.

Sometimes your guests will RSVP for your party and then forget about it. Don’t take this personally; you know how life can get sometimes! Simply call each guest or email him or her and remind them of the upcoming event. They will surely be glad for the reminder and they will be more likely to attend.

The most important thing to remember the day of your party is just relax and have a good time. Reap the benefits of your hard work and everyone else will too.

X