Did you know that the average American spends around $1,422 a year on party planning? If you’re going to shell out your hard-earned money on throwing an extravaganza, then you want to ensure that everything is done right.
And most importantly, it should be as stress-free as possible. It is a celebration, after all.
Check out this guide to the essentials of party planning and let it be your number one resource for your next event.
Choose a Theme
This is the foundation on which the rest of the party will be built, so it’s one of the first things that you need to think about. Perhaps you’re not going to have a theme as such, but even the reason for the occasion is a theme in itself.
For example, a kid’s birthday party will be a very different event from a 50th wedding anniversary. So, first things first you need to think about the reason for the party and how that will affect the event organization.
Then, perhaps you do want a theme — such as the roaring 20s, or Mardi Gras. If you’re having a themed party you need to decide on the theme before anything else as this will influence a lot of your decision-making for the event.
Define a Realistic Budget
This is another foundational step that a lot of your party organization will depend on. You need to figure out how much you can spend and consider how much you want to spend. Define a realistic budget that you feel comfortable with.
Once you’ve set yourself a budget you can allocate portions of it to different expenses. For example, one of the biggest expenses may be a venue. Or perhaps you’re doing the party at your home, so the biggest expense might be catering.
Loosely allocate percentages of the budget based on what you expect you’re going to be spending money on.
Set a Date and Choose a Venue
Depending on the occasion of the party, you may already have a set date in mind. For example, if it’s a birthday party you’ll want to host the party as close to the actual birthday date.
It’s a good idea to set the date early on so that you can book a venue, caterers, and anything else you may need. You’ll also be able to send out invites early and get RSVPs which will help you get a good understanding of guest numbers.
If you’re planning on renting a venue for the occasion you should start looking for event venues as soon as you’ve decided on the date. Then, when you’ve found the perfect one, don’t waste any time booking it.
Write a Guest List and Send Out Invites
Once you’ve considered your budget and the occasion, it will help you to determine the guest list. Is it a small and intimate event with only close family and friends? Or will it be a rip-roaring-rager party?
Write out your guest list and send out invites. Depending on the type of event, an email or text may suffice as an invite. If you’re hoping for a more glamorous soiree then send out ‘save the date’ reminders by email, followed by a formal invite in the post.
Prepare Party Decorations and Party Supplies
This is one of the more fun bits on a party planning checklist, so enjoy it! If you’re working on a tight budget there are tons of incredible DIY decorations that you can make yourself and will look fantastic at the party.
Otherwise, head out to party stores and pick the decor items to match your themes. From streamers to novelty items, lanterns, signs, and balloons — your options are endless.
If you’re making your own decorations you should start this in advance as it can be quite time-consuming depending on the decorations you’re making.
Planning Party Food and Drinks
Every party needs to have tasty treats to keep the guests fueled and full of energy for a great celebration! Are you choosing a fully catered sit-down meal or an array of finger foods?
Think about your guests and the type of party. For example, if it’s a children’s party then finger food and snacks are best as a sit-down dinner won’t work too well.
If you’re doing the catering yourself, this is where a contribution list comes in handy. It’s a simple and easy way to coordinate with guests about what they’re bringing to the party. So, you can create an entire menu with just each guest or couple bringing one dish!
Decorate, and Enjoy!
The final step of your event planning checklist is to prepare the venue before all of the guests arrive. This includes setting up all the decorations and organizing the space.
If you’re hosting the party at home, you may need to rearrange furniture to create more space or to set up the seating in a more social manner. You can set up a long table with different classes, jugs of water, some drinks and party snacks.
Then, all that’s left to do is switch on the music, get your best party outfit on, and get ready for an amazing event! You’ve worked hard, now enjoy it.
You’re a Party Planning Professional Now
Armed with this list of essentials, you’re officially a party planning expert. If you work through event planning methodically, starting with your budget and theme foundations, it makes the process much smoother. There may be some unexpected hitches along the way but you’ll figure it out as you go.
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