Organising a party takes time, creativity and careful planning. Unless it’s a small gathering of family and friends, organising a party needs to be a well-structured event so that you don’t forget certain elements.
If you’re planning a party with family or friends in the near future, this article is for you! You’ll find all our advice and the different steps to follow to make party planning easier.
Summary
What does a successful party look like?
One of the many things you can do to ensure that everything runs smoothly is to use a list of steps to follow and monitor when organising your party and to draw up a timetable for it.
You should keep this in mind when organising your event and use it as a goal when preparing all the festivities.
1. Determine the type of party
This may seem obvious, but do you have a specific person or event for which the party is being organised? This will help you make all the other decisions.
You could be organising a party for :
- A birthday
- Graduation
- Engagement
- A house-warming party
- Moving house
There are many reasons to organise a party, but knowing the purpose will make it easier to plan. Take the time to visualise what your party will look like, and if you’re organising it for someone, make sure they’re involved in all the decisions too, so that they get the party they want (unless, of course, it’s a surprise!)
2. Set a date
When you’re organising a party, it’s not just a question of choosing the best date for you or the venue, but you also need to consider whether guests will attend (if it’s a bank holiday, or during the school holidays, for example), and try to ensure that as many people as possible can come.
The choice of time is also crucial for your party. Having a clearer idea of what the party will be like and who’s coming will help you decide on the right time. It’s always best to have a start and end time in mind, as this will give your guests more visibility. They can also arrange their own transport or childcare. You can also make sure that you have enough time to do everything you’ve planned: the meal, the games, etc.
3. Define your budget
Of course, you may have great ideas about what you want to do with your party and where you want to hold it, but knowing your budget will help you when organising your event.
Set yourself a provisional budget for the whole party, then break it down into a number of elements such as:
- Venue
- Food
- Drinks
- Decoration
- Entertainment
- and so on
Whatever your budget, you can make a party extraordinary, and you can also be more creative with less.
4. Choose a venue
The choice of venue is important when organising a party, because you need to make sure that it’s available at the time you want to hold it and that it’s suitable for the type of party and the number of guests invited.
You need to think about the number of guests, the weather, the facilities you might need, the activities you’re planning and, of course, your budget. If you’re planning to book a specific venue, reserve it several months in advance.
5. List your guests
The next step is to draw up a guest list. Think about who you would like to invite to your party. For example, if you’re having a dinner party with friends, you need to make sure that everyone gets on well together.
Make sure that the invitations are very specific, especially if you want your guests to bring or prepare something for your party (a fancy dress, a game, a bottle of wine, etc.). Also make sure you ask people to reply by a certain date so you can be sure of the number.
To simplify response management and keep track of your guest list, consider using an online registration system. This will enable you to centralise all the information and avoid forgetting anything, while making it easier for your guests to organise.
6. Decide on a theme
When organising a party, choosing a theme can be a good idea to guide your planning.
Why not choose a simple theme?
- Ask your guests to dress in a certain colour, or style
- Organise the party venue around the theme
- Make sure the food reflects the theme, for example Italian or Mexican
- Plan a casino or karaoke night
7. Think about food and drink
It’s essential to think ahead about the type of food and drink served when organising your party. More of a formal meal? Aperitif? Find out beforehand about any allergies your guests may have, or simply about their food tastes, to make sure there’s something for everyone.
Having enough drinks is the key to a good party, whether it’s fruit juice for a children’s party or alcohol for a night out with friends. Think about the types of drinks you’ll be offering to keep everyone happy.
8. Buy your decorations
Every party needs decorative items, from tableware to candles and balloons. Stick to your budget, plan your party essentials and look for bargains, but make sure the venue looks as good as you want it to!
9. Think about the atmosphere at your party
Think about the atmosphere you want to create at your party venue and the entertainment you want to provide. You could, for example, bring in a band or DJ, or plan games or entertainment for children, to create the party atmosphere you want.
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