My mother and I enjoy hosting a festive gathering from time to time. It’s always fun to eat good food, listen to music, and chat with family and friends. Even though we always have a good time the day of the event, the days leading up to the party can be a little stressful. The planning and set up phases can sometimes feel like a chore. That’s why I have come up with these 11 easy party planning tips and tricks to help plan your next event.
Take a look at the tips below for some great party planning ideas.
Tip 1: Plan
Planning is a crucial part of having a successful party. Taking the time to sit down and plan every aspect of your party in advance is key to executing a great party and will help eliminate stress. In your plan, you need to include information about budget, supplies, menu, guests, theme, date, time, etc…
You can write your ideas down on paper, type them into a Word document, or use an app. The point is to write your thoughts down and use them as a reference while you are preparing for your party. As you continue to prepare for your event, you can check items off of your list as you go.
I’m personally a fan of checklists. I like being able to check things off of my list as I go. It gives me a since of accomplishment and I feel like I’m achieving my goals.
Tip 2: Create a Guest List
Getting your guest list together can be tricky, but it’s crucial to having a successful party. There are a lot of factors you must take into consideration when you are creating a guest list.
- First, you must consider the size of your space. That helps to determine the number of people you should invite that can fit comfortably in the space.
- Second, you need to consider the type of party you are having. Some parties need to be a particular size depending on the theme for the night.
- Third, you need to consider your budget when generating a guest list because it takes money to accommodate your guests.
- Once you have created your guest list, STICK TO IT. Be sure that you clearly state in the invite how many people are invited to the party and if they are allowed to bring another guest. Letting them know this up front will eliminate a lot of headaches in the end. You don’t want more people at your party than you can handle.
Tip 3 : Send Out Invitations
Once you have created your guest list, you need to send out invitations to your guests. The general rule is that you should send out your invitations at least three weeks in advance for casual gatherings . That way, your guests have time to respond. For more formal events, you should send out invitations further in advance (six to eight weeks).
Invitations can be sent in a variety of ways.
- Send paper invitations through the mail
- Email invitations using sites such as Evites or Paperless Post
- Text message invitations using apps like Hobnob
Tip 4: Choose a Venue
When you are planning your event you must consider whether you want to have it in your home or at another location. Costs, time, space, & the number of guests will help determine whether or not you should have it at home or away. If you have the budget to have the party at another venue, then I say go for it. I find that it makes life a little easier if you have it elsewhere. It eliminates the need for you to cook, clean or prepare. The only thing you really have to do is plan and coordinate with the venue, then let them handle the rest. That way, all that you need to do is show up the day of the party and enjoy the fun. Just be sure you have chosen a venue that has a good reputation and is willing to work with you.
Tip 5: Check Your Supplies
Once you have created your plan and have listed all of the materials needed for the party, be sure to check your kitchen, pantry & closets for everything on your list. You may have most, if not all, of the materials needed for your party. Check off items on your list as you go along in order to ensure you only buy or borrow materials that are absolutely necessary and you don’t own.
Tip 6: Gather Your Materials
Once you have checked your home or storage for supplies, it’s time to gather the materials that you do not have for your party. You can either purchase them yourself, if you want to keep them for future events or borrow them. However, BE CAREFUL when you borrow materials from a friend or supplier. Make sure they are in good condition IN ADVANCE. By checking the materials in advance, you can be sure they function properly or if they don’t, find replacement materials that are in better condition before the party.
When to Buy: If you know you will have more gatherings and the supplies will be used more than once or if the item can’t be borrowed.
When to Borrow or Rent: If you know that you will only use the supplies only one time.
Tip 7: Purchase Your Party Supplies
The following establishments are just suggestions. You may purchase these items wherever you desire based on your budget and location. Try to stick to your budget and list when making purchases.
- Party City
- Amazon
- AC Moore
- Michaels
- JoAnns
- Crate And Barrel
- Thrift Stores
- Prop Stores
- Target
- Walmart
- Bed Bath & Beyond
- Dollar Stores
- Any store that may sale party supplies, dishes, table linen, etc…
- Any arts and crafts stores
Tip 8: Plan the Menu
The menu should be based on the type of party you are planning and the guests you plan to invite. You want all of your guests to be able to eat and drink while they are enjoying the festivities. Therefore, you will also need to take the dietary needs of your guests into consideration. Having both alcoholic & non-alcoholic drinks available is a wise choice. You should also have a variety appetizers, main dishes, & desserts that will accommodate a variety of tastes. Keep in mind that you might have guests who are vegetarian, don’t eat certain types of meat, or have food allergies.
Another decision you may have to make when planning a menu is if you plan on cooking the food yourself or having it catered. Cooking the food yourself might be more cost effective, but it also can be more time consuming. You definitely need to make time in your schedule to prepare the food for the party in advance in order to have everything ready for the party on time. If you decide to have it catered, you have to make room in your budget to order the food. You will also have to make time to pick up the food or be sure it can be delivered in time for the party.
Finally, some people like to ask guests to bring food or drink to the party. Like a potluck of sorts. There are pros and cons to this idea. Two major pros for this idea are that it’s cost effective and it cuts down on your time in the kitchen. However, the con to this idea is that some people may have good intentions, but don’t really follow through. If they don’t follow through, then you may not have enough food or drink for all of your guests. So be careful with the potluck concept. You want to be sure that the people you ask to bring something to the party are reliable and will follow through.
Tip 9: Start Cleaning and Setting Up a Week in Advance
Getting your home reading for a party can be a daunting task. If you work full or part time, it can really be difficult to properly prepare for a party. I have found that it makes life easier if I start cleaning, preparing, & decorating my home for guests at least a week in advance so that I’m not overwhelmed the day before or the day of the party. I like to clean or complete one task each day leading up to the party. That way, when the big day arrives, most (if not all) of the work is done and I can relax and enjoy the party. I also like to take off the day before a party so I can tie up any loose ends and do last minute preparations without having to worry about getting things ready after a long, hard day at work.
Tip 10: Get Crafty With D.I.Y. Projects
D.I.Y. (Do It Yourself) projects can be a great way to decorate for your party. If you are a crafty person, there are a lot of ways to create wonderful decorations, centerpieces, and tablescapes to embellish your party space. In order to successfully complete your D.I.Y. project, be sure to plan and gather your materials well in advance. You want to make sure you have everything you need to implement the project in addition to getting it done in time to decorate for the party. There are many resources and ideas online and at your local bookstore that will help you decorate like a pro. However, if you are not a crafty person and don’t have many crafty friends, there is no shame in buying pre-made decorations. Everybody can’t be Martha Stewart.
Tip 11: Engage Your Guests With Fun Activities and Games
Activities & games are a fun way to engage your guests and get the party started. I have read on some websites that party activities are juvenile, corny, annoying and shouldn’t be done. However, I personally think it depends on the theme of the party and the type of people you invite. If you take those factors into consideration, you should be able to determine if games or activities are appropriate for your party or not. You can find a lot of ideas for party activities online or in the bookstore. Especially, if the party has a fun theme. Play away and enjoy.
Tip 12: Decide on the Type of Music You Want to Play
Music helps set the mood or tone for a party. The choice of music depends on the theme of the party, the activities you have planned, and the mood you want to create. You can either create your own music list, play a streaming station like Pandora or Spotify, hire a DJ, or have no music at all. The choice is yours. Just be sure to plan your music ahead of time so it’s ready at the start of the party.
