Do you want to throw your loved one a big birthday party but aren’t exactly sure where to start? Don’t worry; we’ve got you covered!
While anyone can plan a birthday event, it takes exceptional talent and preparation to make it a perfect one. A good party planning guide will help you stay organized by giving you a few tips. All you need to do is break your tasks into smaller, doable steps, and you’ll find it’s a piece of cake—pun intended. Most people make the mistake of jumping into buying party décor, booking venues, and inviting guests right away. However, it is also important to plan before taking any of these steps. You want to ensure everything goes off without a hitch so the guest of honor and other guests will remember it fondly.
So, to help save your time and money and ensure its success, we’ve listed a bunch of things you must consider before planning a birthday event.
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1. Choosing a party theme
It’s commonly believed that birthday party themes are for kids only. When in fact, even adults enjoy it. Party themes give guests a chance to unwind, relax, and enjoy all the activities surrounding a particular idea. They also provide you with plenty of inspiration for everything from music to decorations to appetizers and cake toppings.
You can use the theme to help you with the rest of your party planning, like:
Entertainment: Depending on your event and guests, you can hire dancers, musicians, or even a trollkarl (AKA magician) to keep them entertained. Everyone enjoys magic tricks no matter what age group they belong to, so it’s always a safe bet to have a slot booked for one!
Invitations: Design an invitation card conveying what kind of party your guests should expect. If you want your guests to dress up according to the theme, now is the time to let them know.
Decoration: Lightning, wall decorations, table settings, and more can all be customized to match your party theme. Think of props and centerpieces to fit in with the ambiance you want to create.
Food and drink: Online menus and party food guides can give plenty of inspiration to have themed party food. Caterers may offer you their ideas, so it might be helpful to work with them to put together a perfect menu.
Brainstorming theme ideas can be a bit challenging, and it’s something you shouldn’t take lightly. You can go with a theme like cinematic heroes, black and white ball, 80’s fashion, or a good old PJ party. The possibilities are endless.
2. Making a party budget
Once you know what direction your party will take, it’s time to make a budget. Don’t start spending any money until you have allocated a specific amount for each item. The amount you’re willing to set aside for the occasion is entirely up to you but be sure to leave some wiggle room.
A successful party doesn’t require you to pay massive amounts—it’s all about spending it wisely instead. After working out a budget, put it on a spreadsheet. Add all the purchases and costs you want to make to this spreadsheet to help you keep track of where your money’s going. Budgeting can quickly get out of hand when planning a party, so staying on top of your expenses is a helpful strategy to make smarter decisions. Some of the things you will need to allot a budget for our:
- Invitations
- Entertainment
- Cake, food, and drinks
- Gifts
- Decoration
- Rental space
3. Availability of space
There are several things to look out for when choosing a place to hold your party. Not only do you require an appropriate amount of space, but you must also be able to fix it according to your theme and budget. The location shouldn’t be too far away that your guests are left to weigh the pros and cons of attending the party. Neither should it be located in an unapproachable area, for instance, an abandoned park or building.
The availability of space must accommodate the number of your guests, the theme of the party, and whatever entertainment setup you have planned.
If your budget allows it, consider renting space or holding a party in a restaurant. And even if it doesn’t, you have the option to plan the party in your home or other areas around it. Another thing to consider is whether you want an indoor venue or an outdoor one. If it’s indoors, make sure you can make proper arrangements without over congesting a room. On the other hand, be sure to check the weather forecast if it’s outdoors.
4. Party helpers
Enlisting the help of a friend, sibling, parent, or even a grandparent can majorly help you out. You can’t be in five places at once, so assigning others duties and letting them take care of it is okay too. Identifying those you can count on beforehand is immensely helpful so you, too, can relax and enjoy the party without stressing over every little detail.
A practical approach is to pull from people’s strengths when assigning tasks. The artistic ones can contribute their creativity in designing invitations and planning the party décor. Social butterflies and party-goers can get the word out about your party to ensure it’s a well-attended one. So whether you need help serving food, or wrapping gifts, have people ready to lend you a hand before, during, and after the party.
5. Timing is everything
A rookie mistake that most people make is to tackle all the things on their to-do list in one go. While lists are good and helpful, an excellent checklist is prioritized. Identify which of your tasks are time-sensitive and must be taken care of right away.
By organizing your to-do list by time, you can keep track of what needs to be done two weeks, one week, or even a day before the party. With time getting closer to the day of the event, you’ll be able to see the progress you’ve made and things you still need to do.
If you’ve enlisted a team of helpers, it might help set checkpoints along the way and ensure everyone is on schedule.
Conclusion
Organizing a birthday party is not hard. But to ensure it’s an event people remember for years to come, consider the five things listed above before you begin planning. It’s also helpful to always have a backup plan if things don’t work out the way you expect them to. Most importantly, however, remember to have fun!
