Party Planning - what you need to consider when planning a party

General

No matter what you are celebrating - there are certain elements that exist for every party. Whether you are celebrating a BIG occasion, or just a small reason to gather, the fundamentals of party planning are the same. The only difference is HOW MUCH you do of any one thing. Whether you are planning an intimate Dinner Party for 6, a Cocktail Party for 25 or a Sweet 16 for 100, you still have to walk through the same steps.

Planning, Theme, Venue, Invitations, Decorations, Refreshments, Entertainment, Activities, Favors, and capturing the moment are all considerations. This Guidance walks you through each element and highlights what you need to consider when planning a party - big or small. You can then turn to the Event page appropriate to your party for more tailored advice and ideas.

Planning - What is your "Party Picture"?

What's the purpose of your event? Are you focused on an individual/s, such as a Birthday Party, Promotion or Engagement Party? Or is the focus an Event, such as a holiday or Family Reunion? Is it a general celebration, or is it a once in a lifetime event? These answers let you know how to focus your party and how big it needs to be.

Focus is important - a major party foul is when the host plans the party for someone else, but doesn't consider that persons tastes or personality. If your Guest of Honor is the outdoorsy rough around the edges type, then an sophisticated art deco inspired cocktail party probably isn't really going to work. If your Guest of Honor is a very proper lady who wears pearls and a hat to church and drinks tea with her pinky crooked, then perhaps ribs on the BBQ isn't going to work. Know your focus, and create your party around what the Guest of Honor would appreciate, not what's currently in fashion or will impress the most guests.

What ambience are you looking for? Will this be formal, informal, quirky, traditional, dance into the night, or quiet conversation?
How much have you budgeted for the event? Consider venue, décor, refreshments, rentals, staffing, entertainment, activities, favors, photography...
How much help and support will you have from friends and family? Will you be hiring professionals to take on some of the responsibility such as catering, planning, photography?

Delegate, delegate, delegate. The less any one person is responsible for (especially YOU)the more everyone can enjoy the event!

How many people are you intending to invite/do you expect to attend? These numbers are not typically the same, be realistic in attendance estimates as this is the number that really matters.
What time of year, week, day will your event be? Are there any conflicts that will limit your event (such as holidays) or perhaps may open budget boosting options for your event (such as hosting a brunch rather than a Saturday evening dinner)?
How much time do you have to put your event together?

Themes

Theme - Creating a Sense of Cohesiveness and having a little FUN.

A party doesn't have to have a theme, however, a theme provides inspiration and cohesiveness that evidences an attention to details. It also help reduce the amount of choices that can overwhelm a host and improve the party planning experience.
The theme begins at your invitation and continues through in venue, décor, tablescape, music, food, drinks, even your activities and entertainment.
The event itself may drive the Theme (such as a Holiday party or a Baby Shower) or the event may be flexible to the theme of your choice. The key is to select a theme that fits the event and, where applicable, the preferences and personalities of the individual/s being celebrated as well as the guests you expect to attend.

** As above, remember your Focus. Don't select a Theme that doesn't suit the tastes and personality of your Guest of Honor, or will not be suited to the guests you expect to attend.

Once you've selected a theme that inspires you, consider all five of your senses. Find ways to invoke the theme in each of the senses, allowing the guests to immerse themselves in the moment, shedding the every day for the mood you are creating. Whether it's a the spicy, colorful, hot tempo of a fiesta or the relaxing, mouth tantalizing, of a wine tasting - invoke each of the senses. The food, the décor, the sounds of your party should all play a role.
Research your theme to find inspiration. Try a search for the country, hobby, event, etc. that is the basis for your Theme. Look for colors, tastes, art that can be incorporated, music that evokes the spirit of your Theme, even flowers and creative inspirations can be found on the internet.

Venue

Venue - Where will you host your party?

Consider whether the venue you are contemplating works with your "Party Picture".

Options may include: your home, your backyard (open or tented), a restaurant, a hotel, a rented house, a park, or an event based venue such as the zoo, bowling alley, or a museum.

$$ Having a party at home can boost your budget, but it also requires more effort on your part as well as rentals - consider price comparing offsite and onsite options, you may be surprised how little you actually save when you factor in the cost of food, decorations, rentals, and how much effort you are able to delegate to venue staff that will allow you to enjoy your own party!
How many guests do you expect to attend?

Offsite options will let you know capacity maximums and minimums
When entertaining at home consider - REALLY consider - how many guests your home can comfortably accommodate. Consider how you can open your primary rooms to maximize space, or can expand into your outdoor space. However, don't fall into the common pitfall of overestimating the actual capacity of their home.

Does your venue work with your theme?

When working with an offsite venue, often your venue can actually drive your theme, such as an ethnic styled restaurant.

Invitations

Communicating with your Guests

Invitations are the opening salvo for your grand fete. They set the mood and provide a tantalizing peek into what you are planning, sparking your party mojo.
They also serve a practical purpose, providing the following information:

What are we celebrating?
Time of Party
Location of Party
Party details such as meal served, it's a surprise, or dress requirements

Invitations go out 2 to 4 weeks before your event, however, it never hurts to send out a "save the date" notice earlier to ensure that your guests have a clear calendar!
How formal does your Party Picture require your invitations to be?

Printed - all the bells and whistles
Printed - basics
Printed (and designed) at home with invitation software
Prepackaged with details filled in
Treeless invitations sent by e-mail

Include a link to your Party Page with party details, directions, and RSVP information.
Have a system to track RSVPs

Notebook by your phone
RSVP Cards

Send a "Party Reminder" a week or two before the event - this will provide an e-mail version of your party details and directions in case your guest loses the original copy.
Thank you cards can coordinate with the invitations or the theme. You can also take your favorite party photo and personalize your thank you card.

Decorations

Decorations - A couple of balloons or deck it out, it's up to you!

What do you need for your venue to fit your Party Picture?
Get inspired from your Theme!

What brings your Theme to life? Consider colors, presentation, small details that pack a punch, ambience...
How can you inject the details into the décor and tablescape?
Don't forget your internet research to get inspiration.

Little touches can have big impact, so think it through and remember the fine details as well as the large strokes.
Select three or four colors that you will primarily be working with - this defines your color scheme and keeps the décor focused.
Walls, furniture, lighting, centerpieces, linens, chair backs, tablescapes (see below), even the ceiling and floor can all work into your decorations. No surface is off limits when it comes to decorating!
Don't forget to incorporate your food, beverages, and even your entertainment into your decor.

Tablescpes

Your tables are your prime real estate, maximize the effect!

Presentation is key in entertaining, and the table is the frame for the refreshments and meals that you will serve. Make HOW you serve as important as WHAT you serve.
Not only are the tables the primary presentation for the refreshments, but they are also the focal point in the room.
Determine how your tables will be arranged - served meal, buffet meal, light appetizers… one long table, several smaller tables - start by building the design.
The obvious starting point is the centerpiece, however, also consider the linens, place settings, crystal, place cards, napkin presentation, and even chair accoutrements.
Functionality! Consider your guests when dressing your table. A large centerpiece will either be a visual obstacle, or, will be removed and therefore a waste of resources. Keep it low, or keep it high if guests will need to see each other across the table!

Place your elbow on the table with your hand in a fist straight up. Flowers should be higher than your fist, which represents the average eye level.

Place settings and crystal will depend on the type of event you are having. From the finest china to high quality plastic ware - it depends on what your party picture is.

Some Party Professionals will say that one should NEVER use paper or plastic. Yup, NE-VER. However, for many of us, that's imply not realistic. So, an alternative rule of thumb is that IF you have an event where paper or plastic is appropriate (a kids party, a BBQ, or something outdoors), make sure you select high quality products that won't bring down the appeal of your party.
IF, however, you are having a sophisticated party indoors, for adults, and are simply trying to avoid the expense of rentals, tsk tsk. Price out renting your place settings - you will probably be surprised at how affordable it actually is. And real plates will be a little more impressive then Dixie.

Finally, remember your FOOD. Food, beautifully presented, is the reason d'etre for your tablescape to begin with. Remember that your food should play a role in the design of the space.

Refreshments

The heart of the party, amusingly, is the stomach!

What time of day will your event be and how long will it last? This will determine how much food you need to serve. Can you get away with light hors d'oeuvres and snacks or do you need a full meal? Or, if your event lasts long enough, do you need both?
If serving a meal, how will you serve it?

Formal seating - limits guests to a selected meal and is typically more expensive when catered.
Family style - dishes are served in large, self serve portions, as they would be at home. This allows guests to remain at the table (as opposed to buffet) yet select what they want to eat, and how much. This is less formal but more personal than buffet.
Buffet - Allows guests to mingle while they eat, adds variety to the meal selection, and guests can graze throughout the event, reducing rigidity of schedule.

If you are hosting at home, or at a venue where food is not served, the question to ask is, can you cook? And, more importantly, DO YOU WANT TO?? Preparing and serving the food is incredibly time consuming and can severely limit your ability to enjoy your own party. Consider several options:

Make ahead dishes that only require reheating or mild prep work.
Have the event catered.
Have it catered and pick up and hire some local teens to help serve or stick to a buffet. Compare costs to cooking - you may be surprised how similar the costs are for the amount of effort you save!

Have a plan to keep everything hot, or cold, as necessary.
Try to avoid dishes that a portion (15-20%) of your guests won't like. If you know of any special issues (vegetarian, allergies, religious concerns), try to accommodate your guest's needs.
Plan out beverages. Use the Drink Calculator to determine how to allocate nonalcoholic, beer, wine and bar drinks.
Consider a couple of "signature drinks" to simplify the bar.
Have a plan for guests who consume too much - the safety of everyone depends on it.
Refreshments can fit your Theme!

Entertainment

When you want more than just your stereo…

What's your Party Picture, and what's your budget?? Entertainment can be music related, or something fun and quirky like a caricature artist, dancers, acrobats, clowns, face painters, even bartenders with an act. Consider your guests, your Theme and your budget to determine if adding an element of entertainment would work for your party.
MUSIC is key for any event. Relying on conversation to fill silence and build party energy is going to result in a party failure. REALLY consider what you want for background music. Is a DJ or band appropriate or can you work with your MP3 player?

Live entertainment is a fun, exciting element to any party.
DJs know how to work the crowd - music to bring the energy up, and to give guests a rest, and the appropriate time to do each.
You can work with an M3 player, however, you have to have a couple of mixes in place for different elements of your party.

Ice breaker - music should be background, but upbeat and familiar. The point of music at the beginning of a party is to stay in the background, but to help guests relax and get into the party spirit.
When the party gets in the full swing, music can step up a little. Get a little louder, have more of a dance beat - try and get your guests moving.
During meals music should again be background. It should not compete with conversation. Bring the energy down a little so guests can enjoy their food and company.
Certain types of parties are geared toward conversation and guest interaction, plan your music accordingly. You want the energy that music brings, but you don't want it to compete with guest interaction.

Consider your Theme - is there a specific type of entertainment that would compliment it?
DJ's, musicians, palm readers, celebrity impersonators, dancers, bands, acrobats, clowns, the possibilities are endless. Explore what's available and get a couple of quotes, it may not be as expensive as you might think to make your event even more memorable.

Activities

Get people talking!

Even adults can be shy. Help your wallflowers by giving them ways to approach other guests and enjoy your party. Don't be afraid to get a little silly - even if the guests are laughing at you, they are still laughing together.
Begin with something simple and subtle that is an "ice breaker" while guests arrive. It gets your mojo flowing and avoids grouping of guests that may leave some folks on their own.
As your party progresses, you can rely on conversation, or you can plan something more formal.
There are many subtle activities, as well as "get together" games, or even cards. Check out the "Party Fun" page for activity ideas you can tailor to your event and theme. Remember, games and party activities are not just for children. You'd be surprised how quickly you can get adult guests to let loose a little and have some fun.

Favors

Party Favors - A little something to remember your event by…

A party favor thanks your guest for spending the time with you and the Guest of Honor, and also provides a little reminder of your event.
Favors are NOT required - but it's an extra touch that shows attention to detail and gracious hosting. Consider the occasion, the Theme, and the group you brought together for inspiration.
Another alternative that is becoming popular is to put together a couple of prize baskets that the guests can play for throughout the event. Spark a little competition and have fun with the prizes.

Pictures

Take pictures! Print them! Share them!

Whether it's a "just because" event, an occasional event, or a once in a lifetime event, you want to capture the moment. Have a plan in place before the event begins to ensure that the photos and video that you want happen, and that it inconveniences yourself, or your designated "photographer" as little as possible.
Consider hiring a photographer. A simple event that lasts a few hours is not going to be the same price tag as an elaborate wedding, with before, during and after photos and hundreds of prints. Bring in a photographer for an hour or two to capture the big stuff and the guests, and the costs will be drastically less! This is particularly true if you are hosting a once in a lifetime event!
Consider replacing your annual pose with a professional photographer for your event and using an amazing candid as that year's picture. These photos would also be great holiday gifts - what better gift than a framed professionally taken photo of your guests as a gift for them! This may offset the expense.
Disposable cameras allow your guests to shoot candids - moments you wouldn't have gotten yourself.
Designate a couple of guests as photographers, but make sure you meet all of their needs throughout the event as their duties will limit the opportunities to enjoy the party.