party event planning Archives

Party Event Planning in 3 Easy Steps

Does party event planning have you stressed out? While there are certainly things that you must address when orchestrating an event, it doesn’t mean that it has to be a stressful ordeal . Depending on how elaborate your event will be is key in determining the amount of work required ahead of time. But do not despair, using a few simple steps as a guidelines will help ensure your party or event goes off without a hitch.

Party Event Planning-Determine Your Theme

Determining the theme for your party or event may seem like a no-brainer to many. However I’ve often talked to party planners who told me that picking the theme of their party was often one of the last task that they did. Determining the theme of your party or event at the beginning will help you in determining the location as well as what party favors or decor that you may need. A lot of people in October will obviously pick Halloween as a theme. This can be a lot of fun as long as you give your guests enough notice and make it so that they don’t have to spend a fortune to partake.

Party Event Planning-Location Location Location

Determining the theme of your party can also help make your decision easier on where to host the event. Another tip is to choose a venue that will fit your theme easily. One that you don’t have to spend a lot of money decorating.

If your party or event is going to be hosted at your house, pick a theme that won’t be too hard to execute on your end. Seasonal themes are often good selections because there are many retail places that you can buy decor without spending a fortune.

Party Event Planning-Inviting

The key to any successful party is inviting the people that you want to attend. A lot of people overlook this step as they think all of the people that they will invite will attend. Not so. And you want to time the inviting process so that it doesn’t begin to early or too late in the planning stages. A lot of people ask me if it’s important to get RSVPs. I always say yes for a couple of reasons. The obvious reason is so that you know roughly how many people to expect at your party. The second reason, and this has to do with using third-party or cloud software to invite your guests, is that you can tailor your messages. For example you can have a follow-up automated message that gets sent to the people that replied yes. And you can also have a second automated message that gets sent to people that have not replied at all. Both of these messages can be set up in advance saving you crucial time during the execution stage of party event planning. There are several cloud-based registration software that you can use that are free. EventBrite is one that I have used often for both my professional and personal use. It’s very easy to set up an account and you can get started with your invitation in no time at all. It’s also very easy to set up those reminder notices that you can schedule to be sent on specific dates. EventBrite is also equipped to collect money on your behalf (if your event is a charged event). This is particularly good if you’re doing fundraising events. Your invitees can pay by credit card yet there is no need for you to obtain a credit card merchant account in order to accept these fees. Event Brite will forward any money that you collected for your event directly to your bank account. Accounts with EventBrite are easy to set up and you could administer several events at one time.

So do not let the task of party event planning keep you stressed out. Set a few simple goals with due dates and try to stick to your schedule. Utilize automated software when you can. In no time you’ll feel the pressure lifted and you’ll feel like you’re ready to tackle your next event.

A Few Do’s and Don’ts for Company Event Planning (plananevent.org)
Tips on How to Plan a Party (plananevent.org)
Party Event Planning (plananevent.org)
Event Planning Business: The Pros and Cons of Going It Alone (plananevent.org)

Party Event Planning

Photo courtesy of Vanessa Pike-Russell on flickr

The guest list is compiled and the theme has been selected. The entertainment is booked and you’re pretty sure the perfect party venue to showcase your event is confirmed. You’re feeling pretty good and you think you have it all covered. But wait…things can still go wrong, awfully wrong. What’s missing?

Unfortunately we sometimes learn by trial and error. And forgetting or having the wrong, or too little, food is definitely an error! It’s safe to say that one of the very most important factors in party event planning is the food.

Bad food, or not enough food, can and will ruin even the best planned party. How key is food at a party event? From simple gatherings to blockbuster party events food is the energy and centerpiece of the party. When planning food for your party, there are many factors to consider. You have to think about what type of food to serve, should it match a theme, how much and staying on budget!

Party Event Planning – What to Do, What to Do?

The $64,000 question remains… what type of food should you serve? Hors d’oeuvres, appetizers, finger food, cocktail party food, meal, non meal, buffet, sit down…And more decisions follow.

Food matching. Should you match your food to your theme? Should you match the wine with the food?

Quantity. How much food should you serve? And organizing food qualities can be equally as important as determining what type of food to serve…

And of course…cost. Determining and sticking to the budget is a crucial part of party event planning, it can make or break you, quite literally.

The possibilities really are endless.

Party Event Planning – A Solid Decision

The answer to all of those questions, and more, is to hire a catering company. Catering companies bring experience, knowledge and understanding to each and every event. A catering company will take your planning and organizing and balance your ideas with the right food fit and guest experience. They will work with you and be an extension of you and your company. Most times your guests won’t know who did what. A caterer will take on as much or as little as you want them to. They will ensure you are on the right track and make the food one of the brightest stars of the party event.

Party Event Planning – Selecting the Catering Company

When deciding on the right catering company for your party events, be sure the company you select has what you are looking for. I was just about to say to be sure they have the experience working with the type and size of party event you are throwing but I am reminded about meeting planner story.

An industry friend was planning a company event for 5,000 guests in a city she had never worked in. She granted the party contract to a catering company that she didn’t know. They hadn’t worked on any events the size of the one she was planning. The reason for her decision, she said, was because after interviewing all the companies, she liked the newest and smallest company of the group. And the other companies reminded her of the invited guests attending the party. She felt that working with a catering company that had the experience, but not the suitable personality would be a mistake. So she went with the “newer” caterer with less “big group” experience and she never regretted her decision. And after celebrating a 15 year business relationship, it continues to be the right decision.

Before making that final decision be sure to get and check references, observe the company in action during an event and sit down for a tasting. I am a big proponent of tastings; they give you the opportunity to really see the quality, of the food, service and presentation, eliminating any future surprises or disappointments.

Party Event Planning in 3 Easy Steps

Party Event Planning-Determine Your Theme

Party Event Planning-Location Location Location

Party Event Planning-Inviting

So do not let the task of party event planning keep you stressed out. Set a few simple goals with due dates and try to stick to your schedule. Utilize automated software when you can. In no time you’ll feel the pressure lifted and you’ll feel like you’re ready to tackle your next event.