Ten Must-Know Tips for Party Planning

Tips for experienced party planners and first-timers

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Planning a party or other event can be daunting for many people. Or maybe it’s something you do so rarely that you don’t know where to begin.

Perhaps you have an event planned or a large gathering in mind. Now you are looking at the calendar and wondering what you need to do to ensure it all goes smoothly.

Don’t worry. We’ve got you covered!

This article will discuss why party planning is important, even before you decide on the date. It also includes 10 great tips for how to organize a flawless stress-free event.

It is important to have a plan for your party

Party planning involves a lot of work, from the event date to the invite lists. This is an important part of the party planning process because it gives you a framework and a checklist to follow.

The most difficult part of hosting a party is executing it correctly before your guests arrive. You should be able to enjoy the party and not worry about anything else once it starts.

Planning a party involves many goals, including ordering enough food and finding the right decorations and furniture to match the theme. To ensure a successful party, you will need to know the basics.

Ten Must-Know Tips for Party Planning

These are 10 Must-Know Tips to help you plan a party that is enjoyable for you and all your guests.

1. How to choose the best date and time for your party

First, choose a date and a time. This is where the real fun begins.

Coordinate with invitees ahead of time to determine who is available and on what day.

The ideal date should be at least a month or two away. This will give you plenty of time to plan and execute your party. If you wait less than one month, it is possible to be disappointed and not be able to rent all the furniture you may need. Renting or booking party rental items such as catering, venue, or entertainment, could prove difficult.

You may need to take three to six months depending on the season to complete your checklist. You should allow yourself more time to prepare for the date and day that are most popular.

For weddings, the busiest months are usually Spring and Summer.

It should not surprise that Saturdays are the most popular day of the week for all kinds of events. Sunday afternoons can be extremely busy for weddings or other events as well.

2. Plan your party’s guest list

Vendors will ask you the following question when planning any event or party: “How many people are there?”

It makes perfect sense when you stop and think about it. The number of tables and table settings, as well as the size of the room and the amount of food that is served, all depend on the “number”. This is the most important detail that will affect everything you do in your planning.

Before you set a date or send out invitations, consider your budget.

3. Planning Your Party’s Budget

Budget planning will help you spend the right amount. Any amount that exceeds the budget can be reduced or increased to meet your event’s goals. You don’t want to compromise on guest entertainment and comfort, but you do want to be able to spend your money wisely.

To get an idea of the cost of hosting a party for 50 to 100 people, or 200, you might want to try out some scenarios first. You should have a starting point.

Hosting a party can also lead to unexpected expenses. You’ll need to reserve funds in case of this. You should always have some money left over for unexpected expenses.

4. It might be a good idea to hire a caterer

Catering can simplify the task of providing food for an event or party.

Even the most basic menus can be difficult to cook and serve if you don’t have the right equipment or experience. It is one of your best investments.

However, if you’re a chef or want to cook and serve your own food, renting the proper equipment is a smart idea. This is essential for larger events.

Many venues offer catering and food services. Ask about this when you are choosing a venue to host your event.

5. Sending out invitations

It’s not as easy to send invitations anymore. Not that long ago, invitations had to be printed or written and then sent via the postal service.

You have more options today, whether you like it or not. While printed invitations are still the most elegant, there are now many options for “cyber” alternatives, such as email, WhatsApp, social media, and phone text.

Invites for guests should contain all pertinent information such as the time, date, and address. You may also want to include information such as the theme, dress code, RSVP, or whether you are bringing gifts, a dish for a potluck, or a beverage.

*Hint: Make sure you ask for an RSVP to ensure that you have an accurate attendance record when you implement your other plans.

6. You can’t do everything by yourself

It can be overwhelming to plan and organize all the parties. If you are struggling, have someone available to assist you. These people could be your family members, friends, or even hired help. It is possible that you will be surprised at how much party planning experience your friends have.

Reach out to others around you. It may surprise you to learn how many people will help you!

If your event is large or complex, it is a good idea to hire a professional party planner. Party planners are experts in their field and can help you avoid common pitfalls and errors.

7. Make a musical playlist

Music can set the mood for an event. You can plan a playlist that matches the event theme and itinerary to help you organize how your family and friends will interact.

Cocktail hour, for example, would require that background music be minimal and not distracting so everyone can mingle and converse better. This rule applies to meals and food services.

It is important to choose music that suits the event. If you are planning on having a wedding reception, make sure that the music selections include uplifting and inspirational songs about love. Although it sounds obvious, knowing the lyrics can help you to add a song to your playlist.

If dancing is required, the playlist should be adjusted, and the volume increased accordingly. It is a good rule of thumb for DJs to include dance tracks that everyone knows and enjoys. No matter what your tastes may be, it is important to choose songs that will get people moving.

If you have the money, you can hire a DJ or a band. This is a surefire way of ensuring that the music is high-quality and the dance floor is well-managed by professionals.

8. Make sure to use your Party Checklist Properly

It is not enough to make a simple list. It’s important to order your to-do lists in order of importance, and then to go through each one, one by one.

You will always have something to refer to and less confusion about what’s left. You can also make notes so that you have a reminder of important details later. You may need to try multiple times to accomplish some of these tasks.

9. Select Party Decorations and Theme

Party decorations are an important part of setting up the theme. They also make party planning fun. You only have to think of what you can do with the many choices available.

The reason you are having the party is a great place to start when choosing a theme. What is the purpose of this event? It could be a wedding. Is it a holiday? This should guide your decisions, regardless of the answer.

The difficulty of finding appropriate decorations is another consideration when selecting a theme. Luau themes, for example, are very common and popular. Therefore, it is relatively easy to find decorations such as tiki torches and Hawaiian leis.

It is a rule of thumb that decorating with unusual or obscure themes can be more difficult and costly.

10. A professional party rental service

You could buy a lot of items that you will not use again when hosting a party. This is why a rental service from a rental company is a better choice, like A&B Party Rentals.

A professional party rental service will save you a lot of time and money. They can provide you with one-stop shopping for many items on your party planning list. They can often suggest ideas you might not have thought of.

You can rent tents for food service, tables and chairs, glassware, space heaters, and portable bars as well as decorations. A&B Party Rentals is a great party rental company that will provide everything you may need.

You can also arrange delivery and pickup, so you can relax and enjoy the occasion you have worked so hard for.

Contact A&B Party Rentals today for more information about our party rental services or other great party planning ideas.