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Having a party is fun but organising a party can be a scary, if it’s not done right. We want your parties to be fun to organise so we present some suggestions that will make the organising easier. In fact, the best organised parties are those that don’t look planned – they’re smooth, seamless and look effortless. That’s our aim here, so let’s organise it so it looks like it wasn’t!
Some of these ideas may sound silly or obvious but we know too many people who have a party underway and realised they’ve forgotten the alcohol, the performer or the baby-sitter. Our checklist may help you remember everything for your party – we hope so!
- What is the reason for the party – birthday, graduation, anniversary, victory.
- Who is the party for – age group, number (person, couple, team), their preferences and likes/dislikes.
- What type of party - cocktail, barbeque, business, family, children’s, bucks/hens party, church group.
- Number of guests – this will determine the venue, seating and amount of food and drink.
- Whose going to help you to organise this party – what skills/contacts do you need but don’t have yourself?
Now, organise a venue
- Does it have catering facilities or do you need to bring in separate caterers?
- Does it provide tables and chairs, crockery, cutlery?
- How many party-goers can it accommodate?
- If you’re having speakers and/or music, do they have an adequate sound system?
Then, publicity
How will you tell people about it – text messaging, FaceBook, formal invitations (buy cards!), word of mouth, email, radio, television ...
A few weeks before
- Create a guest list – get contact details.
- Send out invitations.
- Purchase decorations and other supplies
- Contract for any services – caterer, entertainment, rental of tables etc.
- Plan menu and purchase non-perishable foods and drinks.
- Pick out music.
Two to three days before
- Clean/decorate your house if party is at home.
- Gather your supplies and equipment together.
- Shop for any last-minute food or supplies.
- Touch base with contracted services.
- Assign specific tasks to your volunteer assistants.
- Make preparations for cleaning up, returning equipment, etc.
On the big day
- Finalize the decorations and place settings.
- Instruct any hired and volunteer helpers.
- Relax and enjoy yourself!
After the party, once the clean-up is done and the hangover has subsided, celebrate your brilliance and courage in organising the party, by yourself or with the party-organising team. It’s not an easy job and you did it well! Acknowledge yourself and/or your team for that.