A foolproof guide to planning a party
A foolproof guide to planning a party
MARCH 11, 2020
Photo: sujan khalifa for Unsplash
Ever wondered how to plan a party which all your nearest and dearest are going to absolutely love? It’s a concern for anyone hosting a personal event – so whether it be for a birthday, anniversary, wedding or any other special occasion, here is our easy 10-step guide to throwing a successful party.
1. Pick a theme - and stick to it
Themed events are an increasingly popular means of hosting a party, so it stands to reason you’ll want to follow this trend and plot your event around one particular idea.
Whether it’s an Enchanted Forest, Great Gatsby or a Bollywood theme you’re looking to base an event around, make sure you choose an idea in the initial stages of planning and, most importantly of all, keep to it.
There’s nothing more counterproductive than coming up with a terrific theme only to change your mind half-way into bringing your idea to life. Stick to your guns – even when you’re seriously tempted to change course.
When it comes to thinking of the theme itself, some useful steps to consider include:
What you (the host) or the guest of honour really enjoys
What is (or isn’t!) currently topical or on trend
Is it feasible? Is it realistic in terms of your budget and time?
Unsurprisingly, this is one of the most important party planning factors for any would-be host. If you’re relying on the style of an event to see your do end in success, getting the theme right is an absolute must.
2. Age-Appropriate
Part of choosing the perfect theme comes from getting things to match up from the perspective of your guest’s age ranges. While you might love the idea of a Las Vegas themed shindig, with glamorous Showgirls and Casino Tables, it won’t resonate or be appropriate with younger guests.
It can be tricky to pick a theme which will please all ages, however here is a rough guide for you to give you some ideas:
Babies and toddlers: Enchanted forest
Children aged 5-11: Circus, Mystical Creatures, Hollywood
Children aged 12-17: Sci-Fi, Robot Wars, Sports Entertainment
Aged 18 or above – No limit (taste allowing)
While you might think this problem is easily solved by making it an adults-only event, you have to remember a lot of parents might not be able to attend if that’s the case.
3. Appropriate Music
Keep your music in line with the overall mood of the evening. If the budget allows, consider live music - for formal affairs we recommend our Singing Waiters. The look on your guests’ faces will be priceless as their unsuspecting waiters who’ve served them drinks and canapés all night suddenly burst into spontaneous song and dance.
Whatever you opt for, you’ll want to ensure it’s in keeping with the rest of the event. It’s not essential to go to the expense of hiring a DJ to guarantee the night will be a success, but it probably wouldn’t hurt to do so. Just ensure the DJ is well briefed on the tone of the event and has a list of ‘no-go’ songs. No one wants to hear ‘Baby Shark’ at, well, any event.
4. Games
Who doesn’t love a good game at a party? This is a factor which often gets overlooked once our younger years have passed, with games usually associated more with something you might see at a child’s birthday party.
But games are a great way to bring your guests together. If you’re in the mood for some nostalgia, they’re are plenty of ways to modernise and twist the usual classics (pin-the-tail-on-the-donkey, musical chairs, pass the parcel) to be more adult-appropriate.
For adult-only events, drinking games offer a great source of entertainment - make it as competitive or light-hearted as you like and think about putting everyone into different teams if the numbers aren’t too high. Maybe enforce a ‘no phones’ rule for this round - no one wants Sandra in accounts to see their drunken antics on Facebook by Monday morning…
5. Keep it simple
When planning a party, it’s easy to let our imaginations run away with us. While we want to make an event as memorable as possible, you can often run the risk of over-complicating matters.
For example, a perfect theme which keeps things as easy as possible would be something along the lines of a Masquerade Ball. The nature of an event like this lends itself to customisation, but also keeps things simple in the most entertaining way possible.
Abstract ideas seem like a great idea, but if you can’t find the required gear (costumes, props, decorations, music) to bring your vision to life, they’ll fall short. This is where it’s a good idea to bring on board an entertainment and event planning agency like ourselves - we are able to provide an array of bespoke and custom acts and services, to bring your idea to life.
6. Catering
Food, glorious food – what more could we ask for? Getting the nibbles and bubbles right is half the battle when it comes to keeping your guests fed and watered at a party.
While light bites will keep your guests’ bellies from growling, you can also make the catering a part of the entertainment with themed Sweet Carts, Candy Floss and Popcorn Machines. This can be worked to your theme – and the servers can be dressed in everything from clown costumes for Circus themes to roller-skates and vintage skirts for retro themes.
If it’s a sit-down meal you’re putting on, make sure you invest in a menu which everyone can enjoy and offer options for all dietary requirements.
7. Ask for help
Don’t be afraid to ask for help or hire a professional service to help ensure your event is spectacular.
We have years of experience at CEP in planning and hosting events and entertaining guests with unique entertainment.
We’ll be able to help you work through ideas for things like:
What theme would work for your guests
What kind of food is appropriate to serve
Which of our many services and acts would work best for you
We’re happy to offer you advice, feel free to give us a call or book a free Creative Consultation.
8. Never-ending bubbly
It goes without saying that this particular point in our guide won’t be necessary for any jelly-and-icecream birthday parties (well maybe, for the host of the thirty children once the party is over!). If, however, your guests are all able to enjoy themselves a glass of bubbly or four, be prepared to ensure a regular stream of fizz - this is usually where party hosts end up getting stressed, and unable to enjoy the event themselves, constantly topping up guests’ glasses - so here are a few ideas on how to avoid being everyone’s personal waiter for the evening:
Opting for a free bar? Perhaps ask your guests to contribute a small fee in admission for the festivities
Top up your guests’ glasses with the help of our Strolling Champagne Tables and LED Canapé Tables
BYOB? Allow guests to bring their own tipple of choice
While you’ll naturally want to maintain some level of control over the alcohol situation, make sure there is an ample supply to keep people lucid and chatty as the night goes on.
9. The Guest List
Don’t just invite any old Tom, Dick or Harry (sorry boys) - take care in creating your guest list, to ensure you only invite those people who you actually want to attend. Here are some things to think about:
What age range your party is aimed at
Whether everyone you invite does or doesn’t get along
If there are any characters in mind who might cause things to get out of hand (we’re looking at you again, Sandra from Accounts)
Whether your guests are allowed to have a plus one or not
It might sound surprising, but this is actually one of the hardest steps when it comes to making sure you’re party ends successfully. A poor blend of people could result in a lack of atmosphere – which is sure to kill an event in an instant.
10. Table Plans
On a very similar note to number nine, if you do elect to invite some fiery and potentially clashing personalities, make sure you keep them well apart in your seating plan at dinner. If you’re choosing to have a sit-down meal, it’s best to meticulously plot out who is sitting next to who.
A simple way to side-step this dilemma is by allowing your guests to choose themselves where they want to sit. Separating families is a particularly bad idea, with people less likely to start off a random conversation with a stranger (assuming they haven’t already knocked a few back). It’s not a total no-no to sit guests who don’t know each other together, but only if you’re confident they’ll get on and have a laugh with one another.
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