The Ultimate Party Planning Guide
Have you ever left a party feeling carefree and assured your bar on a fun night has been raised? Whether it was the dancing, the music, or party favors, you’ll later think about your host and wish you had their gift for party planning.
Truth is, shiny people are born to throw parties—from the onset, they thrive on planning, plotting, hoisting, and hosting. They shine behind the scenes while the party is blazing and understand their audience like a best friend. They are masters of finding and spreading the beat for as long as the party lasts.
Meanwhile, the rest of us take weeks to scrap around town searching for the perfect invitations. We melt down while setting up the charcuterie board or blowing up the 150th balloon. But we stay in our lane because we know we did not create Studio 54; we’re just the dancers in the crowd.
Parties just kinda happen to us when there’s a graduation, child’s birthday party, retirement party, etc. The parties are going to happen…
Understand this: If you had the right tools to throw an awesome party, you could pull it off. You could carefully plan, add a creative touch, and pay attention to details that made your party the talk of the town.
You’ll be more stressed than the royal event planner, but you got this.
Here’s how.
Define the Purpose and Theme
Why are you having the party? Determine who the party is for and then choose a theme that aligns with it. Whether it’s a birthday celebration, a holiday gathering, or a casual get-together, having a theme will add excitement and coherence to the event.
TIP: If you need ideas, go to Pinterest and search for “ideas for _______ party.” There are plenty of ideas; you may even find links to buy decorations and invitations.
Here’s a great list I found on Pinterest-
Create a Budget
You will need to create an initial rough draft of a budget for your party. Consider your theme, invitations, location/venue, decorations, party favors, food, drinks, music/entertainment, and rentals such as tables and chairs.
Will you need a bouncy house or catering? Think about some of the larger ticket items when putting your budget together.
Once your party has taken shape, you can hone into your budget even more and eliminate or add any items.
Invitations
If you don’t already have a designer friend, head over to Etsy to find a design that reflects your party theme. Look for eye-catching invitations, and don’t forget to Include essential details such as date, time, location, dress code (if any), and RSVP instructions.
TIP: Do not get anxious at this step. Narrow down three choices, take a few hour’s break from staring at the screen, and order the invitations your eyes are drawn to first.
Plan the Venue
Think about the most suitable venue for your party. It could be your home, a rented event space, or an outdoor location.
Consider the number of guests, the theme, and the atmosphere you want to create. Call around and ask for pricing, and let them know the party date so they can tell you if the venue is available.
TIP: Call the city hall to ask about any noise ordinances the city may have where your venue is. It might sound cool, but you don’t need the police showing up and shutting the party down for breaking a noise ordinance.
Decorations
Pump up the atmosphere with creative decorations. String lights up, and choose a color scheme that complements the theme. Remember to incorporate a disco ball, sparkling banners, table toppers, balloons, or other decorative elements. Also, consider adding personalized touches to the decorations.
TIP: Don’t forget to check out the dollar stores for balloons and other paper party supplies like cups and plates.
Create a Playlist or Hire Entertainment
If you’re going the DIY route, you’ll want to get busy making a party playlist. If you’re not particularly music savvy, ask a friend who is. Also, since it’s a party, be sure to give people the option to dance. Include a mix of upbeat and mellow tunes.
TIP: Consider any specific preferences or favorite songs or bands for the guests of honor.
Call and book the DJ or band well in advance if you hire an entertainer or DJ. If your guest of honor has a favorite band, look into booking them.
Photos
You may want to hire a photographer to capture the event. If not, set up an area that encourages guests to take pictures. Create a #hashtag for your party theme so everyone can share pics on social media, creating lasting memories.
TIP: Setting up a photo booth can be so much fun. Look for photo props (like these) to make your booth even more fun.
Food and Drinks
Whether catering, hiring a chef, or preparing the food yourself, ensure various options exist. If possible, stay in the theme.
Plan a menu that accommodates your guests’ dietary preferences. Consider any dietary restrictions or allergies your guests may have. Label food items if necessary and have alternatives for common dietary restrictions.
TIP: If you’re planning a sit-down meal, inform your guests on the invitation and ask for any dietary restrictions when they RSVP.
Set Up a Bar Area
Don’t forget about beverages, including both alcoholic and non-alcoholic choices.
Create a signature drink that ties into the theme of the party. Consider both alcoholic and non-alcoholic options to cater to all guests.
Ensure you have an assortment of mixers, garnishes, and appropriate glassware. Hire a bartender if needed.
TIP: If you’re serving alcohol, designate someone to help guests order an Uber or ride-share service. Your guests will feel relieved at not having to do this task—especially if they are having tons of fun.
The Flow
Plan the flow of the party to avoid lulls or congestion. Consider when to introduce different activities, such as games, to keep the energy high.
Arrange seating that encourages conversation and mingling. Consider the party’s flow and create different seating zones for various activities.
Incorporate interactive elements like a DIY cocktail station, a dessert bar, or a collaborative art project. Engaging in activities can enhance the overall experience.
TIP: If possible, enlist friends or hire help with tasks like serving food, managing the bar, and cleaning up. This will allow you to enjoy the party and ensure everything runs smoothly.
Express Gratitude
Take a moment during the party to express gratitude to your guests for attending. A short speech or a thank-you note can add a personal touch. Provide small party favors that align with the theme. This could be anything from personalized trinkets to edible treats.
Remember that the key to an awesome party is creating an inclusive and enjoyable atmosphere where guests can relax, have fun, and make lasting memories. Adapt these tips to fit your specific theme and preferences to ensure a successful celebration.
Leave a comment if you utilized these tips, and let us know if your party succeeded.