No matter what the celebration, you definitely want to create a memorable experience for all the right reasons!
So grab a coffee and explore our 6 top tips to help you arrange your most memorable celebration!
Tip 1 – The Guest List
How many guests will be there? It could be a group of people you like; it may be family, or even professionals you need to entertain. Be strict about the size that fits your space and try to find a mix of people who would make an interesting ensemble. I am sure that within your list of guests you have a couple of outgoing, bubbly individuals; maybe some great dancers, magicians and story tellers. It would be great if they can all attend.
Tip 2 – Choosing the Date
Make sure to check for clashing events that occur on the date/s you are considering. Are there public holidays, religious festivals or other parties that could clash? Many people go away in the summer so any function involving children should take place before schools break up to ensure your guests are not sitting on a beach in Majorca! Sending invitations is not necessary for informal parties. A simple telephone call or quick group text several weeks in advance is sufficient. For formal affairs, invitations should be sent out three to four weeks in advance, or even earlier for very important events (e.g. wedding or Bar/Bat mitzvah). Be sure to include an R.S.V.P. and don’t hesitate to call people for responses – not knowing how many people will be attending your event is sure to cause you anxiety.
Tip 3 – Determine the Location
If guests will be standing, the average-size room can generally accommodate 30 people. For any form of buffet, you must provide seating and some tables. A community hall can easily be transformed into something magical or a trendy bar with breathtaking LED furniture and décor could provide an interesting edge to your party and theme.
Tip 4 – Set your Budget
Cocktail parties are the least expensive and most versatile. For a sit-down meal, you must have (or rent) cutlery, crockery, glassware, linen, seating and serving dishes. Plated meals require a higher number of waiters compared to buffets.
Consider serving a signature drink or limit your choices by only serving two cocktails and be inventive with your food choices to limit costs. Duck and lamb are more expensive than beef chicken and fish. So create interesting looking dishes that tantalize the taste buds. If you are purchasing alcohol yourself, which can be returned if unopened, don’t place the bottles on the tables. Ask the waiters to roam around the room and serve. This will help to reduce wastage and costs.
Tip 5 – Will there be music or entertainment?
Music can make or break a party but doesn’t have to be complicated at all. Match your selection to your budget and style. For simple affairs, background music is sufficient to create the atmosphere. Plug in your iPod to a couple of speakers and prepare a playlist. For a big event choose a DJ or band, with a limitless playlist, that has experience with MCing the evening. Make sure to negotiate for their wow-factor staging package. They already have all the kit so get them to bring as much of it as possible – gobos, moving heads, a fairy light backdrop and even a glittered DJ stand. Some DJs even include dancers, saxophonists or singers, so make sure to ask and get them to include as many items as possible.
Tip 6 – Time to decorate and transform your room!
My favourite part and what really brings everything together. Transforming your room with a special theme or incorporating your colour scheme. There are so many different ideas to consider… flowers, illuminated, LED, balloons or ice centrepieces. From ceiling canopies to up-lighters around the room, you have so many options to consider. Remember less is more. Don’t over complicate an choose a style that you really love. Look for ideas in party planners’ photo galleries, Pinterest, on Facebook and in magazines. Speak to some experts like our event planners at Dash of Sparkle to develop your idea and create a visual sample. If it’s a theme, carry it through your stationery: menus, place cards, seating plan, even your favours.
Just remember the most important part is to enjoy yourself! When the party begins, don’t look at your schedule, it is now time to let go, unwind and just have fun!
I would like to thank Idit Ginsberg from Dash of Sparkle for writing this blog post.
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