You know the type, a glamorous party with ornate floral arrangements. Champagne and hors d’oeuvres are being passed by attractive servers wearing stylish black tie uniforms.  Beautiful, low lit lighting sets the mood.  Whether promoting a business, celebrating a milestone, catching up with old friends, or just celebrating life…parties are the unsurpassed way to do it, and that is just what you’re planning on doing…throwing an unforgettable party!  I’ll walk you through 10 party planning basics to take into consideration when planning your event. 

What is the occasion for the party?

This should be the easiest part of the event planning process.  What’s the occasion?  Is it an engagement party, corporate event, birthday, or perhaps a bridal shower?  How about a holiday (Halloween, Christmas, Fourth of July)?  Determining what the party is for will give you the foundation for designing, managing, and coordinating your event.

What type of party do you want to throw?

A sophisticated cocktail party for the lovely ladies?  An all night poker game that includes derby hats, cigars, and cognac for the gentleman? Perhaps a costume charity ball for two hundred? The motivation of your event will most likely determine the type of party you design. 

What’s the guest count of your party?

Your guest count largely impacts the cost of your party.  Having accurate information regarding the number of guests is key to laying the foundation of your budget.  However, keep in mind that though the amount of guests typically impacts the party cost substantially, there are instances where a small dinner party could end up costing the same as an engagement party for two hundred.  In addition, your guest count influences the type of party you are planning, mainly due to the size of space you need. This, in turn, influences the location.  Perhaps you can’t host fifty guests in your home for that intimate sit down dinner for an engagement party, which means you’ll need to rent a resort banquet hall and have catered.

What time is the party?

The time of your party influences the type of event you are coordinating. If it’s a school night and it’s a family reunion, you might have to get the kids in bed by 8:00 P.M.    Also keep in mind that you should avoid letting your party run more than six hours.  Your guests will become restless and the perfect party you planned won’t be so perfect when your guests grow bored and tired. 

How much money will the event cost?

Your budget is the single most factor in terms of the scale and/or detail of your party.  Before you start designing and planning your event, you must determine the amount of money you have to work with.  Allot a certain amount of money for each category of your affair.  Then, prioritize where you want to spend the most money.  If the party décor and lighting is the most important to you, make sure you allocate enough money for that area of your budget.

Where’s the party located?

Narrow down your location.  Is your party at home or in a fine arts museum?  Maybe in a sultry lounge with dark ambient lighting and cocktail tables with glowing candles?  Wherever you decide the best location is, make sure you book it as far in advance as possible.  You could find yourself in a tight spot if you plan your entire party around a venue and you neglect to secure it.

How are you inviting your guests?

Email, fax, phone, or something more formal that maybe needs calligraphy?  You need to inform your guests and give them specifics about the party.  If you go the paper invitation route, you have several options. You can have special stationary custom made or simply purchase prepackaged invitations at a stationary store.  As with all of the other elements discussed here, the invitations also set the tone for the theme of the party.  If your event is formal you may want your invitation to present that.  If it’s more casual, then something simple and homemade might be a great idea.

What’s involved in the event production?

Make sure you know what’s involved with the designing, managing, and production of the event.  Take into consideration such factors as event décor, lighting, and music.  If funds are permitting, you may want to consider hiring an event planner.  They can assist with all of those details from start to finish, or they can simply help implement them the day of the party.

What types of drinks are being served?

Plan a drink menu.  The drinks you serve should be in line with the theme of your party.  If it’s a Super Bowl party, serving beer would probably be the most appropriate.  Baby shower…perhaps champagne, coffee, tea, water, and lemonade.  Always offer plenty of nonalcoholic beverages for underage guest and those who don’t drink. 

What’s the menu for the party?

Food can make or break your party.  Not necessarily just the quality of the food, but also the type and quantity.  Make sure your food selection caters to a wide verity of tastes, including vegetarian.  Also, one of the worst things that can happen to ruin a party is not having enough food.  Make careful consideration to the portion of food compared to the number of guests. It’s always better to have more than not enough in this situation.   Just like your drinks your food should match the theme of your party.  Five decadent courses may be most appropriate for a black tie affair.

 

By: Michael Bassolino