Planning A Party For The First Time Or With Experience? Here Are Some Tips.
Planning parties is part of events rentals’s daily routine. We do it all. Every day.
When you plan as many parties as we do, you become pretty good at it.
Planning a party, or an event, is a new experience for many people. It could be that you have never planned an event before.
You may have already planned a large party or gathering, and you are now looking at your calendar to see what you will need to do in order for it all to go off smoothly.
You need not worry. We’ve got you covered!
This article will explain why planning a party is important, even before setting the date. It also includes 10 tips for planning a successful event.
Why Planning Your Party Is Important.
Party planning involves a lot, from the date of the event to the list of invitees. This is an important part of the planning process because it gives you a framework and checklist to follow.
The majority of the work involved in planning and hosting a successful party is completed before your guests arrive. You should only have to worry about making sure that everyone has a good time when the festivities start.
From ordering enough food for your party to choosing the perfect decorations, there are many things you need to consider when planning a party. To ensure a successful party, you’ll want to start by ensuring the basics are covered.
Ten Must-Know Tips For Party Planning.
Here are 10 must-know tips for a good party planning framework to ensure that you and your guests have a fun event.
1. Choose the best date and time for your party.
You’ll first need to choose a date and an hour for your event. It all begins here.
Coordinate with the invitees in advance to determine who will be available and when.
The date should be at least a few weeks away to give you enough time to plan the event and execute it well. If the date is less than one month away, you could end up with a major disappointment, as it may be difficult to rent or book necessary party rental items such as tenting, catering, or entertainment.
You may need between three and six months, depending on the season, to complete your checklist. The more popular date or day is, the longer you need to prepare.
Weddings and holiday parties are the busiest times of the year.
It should not surprise anyone that Saturdays are the most popular days for any type of event. Weddings and other events can be very popular on Sunday afternoons.
2. Plan your party’s guest list.
Vendors will ask you, “How many people are attending your event?”
When you stop and think about it, this makes perfect sense. This number determines the size of the space, the number, and layout of tables, the food portions, the drink portions, etc. This one detail will determine the success of your plan.
You may want to consider your budget before you set a date or send out invitations.
3. Plan your party budget.
You will be able to budget your money properly if you plan ahead. You can reduce or eliminate any expenses that exceed the budget. This will help you achieve your event objectives. You may not want any compromises made when it comes time to keep guests entertained and comfortable, but you want to use your money wisely.
It may be helpful to do some costing on paper to get an idea. You should have a good idea of the range.
You’ll also need to have some reserves in case you run into any unexpected expenses. Always leave a little money aside for unexpected expenses.
4. Why hiring a caterer might be a good idea.
Catering can simplify the difficult task of food service at any event or party.
Even the most basic of menus may be difficult to prepare and serve if you lack the necessary experience or equipment. Hiring a caterer can be one of your best investments.
Renting the right equipment to cook and serve hot and cold food is a great idea if you’re inclined to do it yourself. This is essential for larger events.
Ask if the venue offers catering or food services.
5. Sending out invitations.
Invitations aren’t sent the same way they used to. Not so long ago, invitations had to be printed or written and then sent via the postal service.
You have more options today, whether you like it or not. Printing invitations is still the most elegant option, but you also have many other “cyber-based” options, such as email, WhatsApp, Facebook, and more.
Invites to guests should include all important information such as date, time, and address. You can also add additional information like a theme, RSVP, or dress code.
You should always ask for RSVPs so that you can plan your event accurately.
6. You don’t have to do everything yourself.
It can be overwhelming to plan and organize a party alone. So, have some people ready in case you require an extra pair of hands. This could be your family, close friends, or even hired help. It’s possible that you already know people who have experience in party planning.
Reach out to others. You might be surprised at how many people are willing and able to help!
A professional event planning service will always be recommended for events of a particular size or type. Party planners are experts in the field and will often save you money by not only helping you spend your budget wisely but also by avoiding common mistakes and pitfalls.
7. Create a musical playlist.
A memorable event can be enhanced by great music. You can plan a playlist based on the theme of your event and its itinerary to help you understand how friends and family members will interact.
Cocktail hour, for example, would require background music that is not too loud and allows people to converse easily. The same rule applies during a meal.
The music should fit the occasion. If you are planning a wedding reception, make sure that the music is uplifting and inspirational. Avoid songs about heartbreak or breakups. Although it may seem obvious, knowing the lyrics of a song before adding it to the playlist can be helpful in certain situations.
The playlist and volume should be adjusted if the party requires dancing. It is a good rule to include songs that are popular and well-known by everyone in attendance. You have to consider songs that are sure to get the party going, regardless of your own personal taste.
If budget permits, you can also hire a professional band or DJ. This is the best way to ensure that the music will be top-notch and that the dancing floor is handled by professionals.
8. Use your party checklist correctly.
Lists are not enough. List all your tasks in order of importance, and then check each one off.
You will be able to refer back to it and avoid confusion. You can use the space to make notes so you remember details to come back to. Some of these tasks will take multiple attempts to complete.
You can “idiot proof” your entire party planning by managing your checklist correctly.
9. Select the theme and decorations for your party.
Party decorations are a great way to set the mood and can be a lot of fun. You’re only restricted by your imagination when it comes to the options available.
Start by deciding why you are having the party. Why are we holding this event? Is this a wedding or other event? Is it a holiday or another milestone such as a wedding or birthday? Which ever answer you choose, it should guide your choice.
When choosing a theme, you should also consider the difficulty of finding appropriate decorations. Luau themes, for example, are extremely popular and common, making it relatively easy to locate luau decorations, Hawaiian leis, and tiki torch.
Decorating can be a challenge and expensive if the theme is obscure or uncommon.
10. Professional party rental services.
You may end up spending a lot on items that you will only use once and need to resell or store. This is one of the many reasons that using a service from a rental company is a better option.
A party hire in rotorua will save you time and money because it can provide you with a one-stop shop for most of the items you need to plan your party. They can often give you suggestions that you might not have thought of.
Everything from tents to dance floors, tables & chairs, space heaters, and portable bars to decorations and more. absolute party is a great company that offers everything you could possibly need.
You can also arrange for pick-up and delivery, so you can relax and enjoy your special event.