Party Planning Tips
Below are a few helpful tips when planning your next party.
1. Most importantly, have a good time! Your guests will take their lead from you. If they see you dancing and having a good time, they will too. It really does work this way.
2. If the party is to be a surprise, it is important to have a private phone number where caterers and DJs can call to confirm times, locations, etc.
3. It is a great idea to have a theme to your party. This will help guests in gift selection and attire for the party. Here are some ideas: 20's - 90's, Mexican Fiesta, Caribbean, Hawaiian, Pajama Parties, Sock Hops, Over The Hill Parties, etc.
4. When sending invitations, allow three to four weeks advance time. Be sure to include attire and theme, food to be served, time to arrive, whether gifts are appropriate, an RSVP number, directions to the party and for kids' parties remember to include pickup times.
5. If you are going to use a professional caterer, ask for references, ask about cancellation policies, deposits, and staffing. One source for professional caterers is The National Association Of Catering Executives.
6. Make sure that dinner is served on time. If dinner is late or runs too long it can really throw the timetable off and there's not enough time left for a lot of FUN!!!
7. Be flexible with your music! Allow the DJ to read the crowd! Trying to program the entire evening's music by choosing too many songs really never works, you need to allow for guests' requests and what the DJ sees is going over at the event.
8. When deciding on a location for your party consider your parking needs, a large enough area to accommodate your guests, a dance floor (these can be rented), noise codes or statutes, handicapped access, cleanup times, and any other needs of your vendors (cooking facilities and electricity).
9. Tell the hall manager to please adjust the air conditioning if necessary as the room fills up and the dancing starts. Guests don't like to dance if the room is too warm.
10. Don't expect your guests to dance on carpet. If your hall is all carpet and does not have a tile, or wooden dance floor etc, consider renting a portable dance floor. You'll find them in the yellow pages under "Party Supplies" or "Rental Equipment". To a lesser extent, for outdoor weddings, guests don't like dancing on rough concrete. Just something to keep in mind.
11. Advise your guests whether gifts are appropriate, limited to a dollar amount, and whether they should be tied to the party theme. With kids' parties, correct sizes and personal tastes (e.g., Barbie's or baseball cards) can be very helpful.
12. If your party will consist of many or all underage guests, adult supervision is a MUST. Make sure your chaperones know what their responsibilities are and that they are available at all times. Your catering staff and entertainers will be busy performing their functions, so it is important for them to know who the chaperones are and where to find them. It is best that no alcohol be available, because your liability can be questioned, even after your guests have left your party.
13. When deciding on times for your party, don't let the party go on too long. It is best to have everyone in good spirits at the end rather than having your guests dwindle down to a few.
14. Be sure to let all your vendors know what you expect of them, and what they can expect as to your guests and the party. Disappointments will come when the communication is poor.
15. Entertainment will be a key component of your party. When considering your entertainment keep in mind, the party theme, the Guest of Honor, and especially your invited guests. Though the Guest Of Honor may be a "classical buff," having a string quartet for entertainment may find many guests having "pressing commitments" and leaving early. The same may be true at an 18th birthday where Oldies are played, or a 5 year old's party where Top 40 is played.
By: AZ Productions
1. Most importantly, have a good time! Your guests will take their lead from you. If they see you dancing and having a good time, they will too. It really does work this way.
2. If the party is to be a surprise, it is important to have a private phone number where caterers and DJs can call to confirm times, locations, etc.
3. It is a great idea to have a theme to your party. This will help guests in gift selection and attire for the party. Here are some ideas: 20's - 90's, Mexican Fiesta, Caribbean, Hawaiian, Pajama Parties, Sock Hops, Over The Hill Parties, etc.
4. When sending invitations, allow three to four weeks advance time. Be sure to include attire and theme, food to be served, time to arrive, whether gifts are appropriate, an RSVP number, directions to the party and for kids' parties remember to include pickup times.
5. If you are going to use a professional caterer, ask for references, ask about cancellation policies, deposits, and staffing. One source for professional caterers is The National Association Of Catering Executives.
6. Make sure that dinner is served on time. If dinner is late or runs too long it can really throw the timetable off and there's not enough time left for a lot of FUN!!!
7. Be flexible with your music! Allow the DJ to read the crowd! Trying to program the entire evening's music by choosing too many songs really never works, you need to allow for guests' requests and what the DJ sees is going over at the event.
8. When deciding on a location for your party consider your parking needs, a large enough area to accommodate your guests, a dance floor (these can be rented), noise codes or statutes, handicapped access, cleanup times, and any other needs of your vendors (cooking facilities and electricity).
9. Tell the hall manager to please adjust the air conditioning if necessary as the room fills up and the dancing starts. Guests don't like to dance if the room is too warm.
10. Don't expect your guests to dance on carpet. If your hall is all carpet and does not have a tile, or wooden dance floor etc, consider renting a portable dance floor. You'll find them in the yellow pages under "Party Supplies" or "Rental Equipment". To a lesser extent, for outdoor weddings, guests don't like dancing on rough concrete. Just something to keep in mind.
11. Advise your guests whether gifts are appropriate, limited to a dollar amount, and whether they should be tied to the party theme. With kids' parties, correct sizes and personal tastes (e.g., Barbie's or baseball cards) can be very helpful.
12. If your party will consist of many or all underage guests, adult supervision is a MUST. Make sure your chaperones know what their responsibilities are and that they are available at all times. Your catering staff and entertainers will be busy performing their functions, so it is important for them to know who the chaperones are and where to find them. It is best that no alcohol be available, because your liability can be questioned, even after your guests have left your party.
13. When deciding on times for your party, don't let the party go on too long. It is best to have everyone in good spirits at the end rather than having your guests dwindle down to a few.
14. Be sure to let all your vendors know what you expect of them, and what they can expect as to your guests and the party. Disappointments will come when the communication is poor.
15. Entertainment will be a key component of your party. When considering your entertainment keep in mind, the party theme, the Guest of Honor, and especially your invited guests. Though the Guest Of Honor may be a "classical buff," having a string quartet for entertainment may find many guests having "pressing commitments" and leaving early. The same may be true at an 18th birthday where Oldies are played, or a 5 year old's party where Top 40 is played.
By: AZ Productions
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