there are six questions to answer to get started: what is the date? what is the location? is there going to be music or entertainment? a simple telephone call several weeks in advance is sufficient. if you are sending invitations, be sure to include an r.s.v.p. and don’t hesitate to call people for responses — not knowing how to calculate quantities for an event is a sure cause of nervousness. be strict about the size that fits your space and try to find an idiosyncratic mix of people who would make an interesting ensemble. consider renting a place or equipment if your home isn’t equipped to handle the party you want. think outside the box — a greenhouse or museum gallery could provide an interesting edge to your party.
add to that your location, budget, and equipment to determine the type. a buffet is almost as versatile as a cocktail party, and the size and price can be tailored to your budget. consider liquor, food, rentals, service, music or entertainment, and flowers or decorations to establish your initial budget. be inventive with your food choices to limit costs — instead of fillet of beef, have a mexican fiesta. music can make or break a party but doesn’t have to be complicated at all. hook your ipod up to speakers and create a specific playlist. student musicians are a good source for quality and affordable entertainment. once you have answers to these questions, the framework for your party is in place — the time, place, and style have been established. the type of party will dictate what you need for equipment, the season can inspire the menu, and the budget will factor into the type of entertainment you choose and if you use a caterer. outside of that, be creative and tailor a party you would want to attend.
whether your party is for a birthday, sweet 16 or quinceañera, anniversary, graduation or retirement, baby or bridal shower, family or school reunion, or even a formal, the things you will need to consider are the same. generally, you can count on 70-80% of the people you invite to show up. often, you are given a hard date, and you must put the event together in that amount of time, so that’s how long it will take! we’ve helped millions of people plan their parties, and here is what we have seen for the amount of time required to plan. alternatively, hiring a venue that is completely full service can take much of the hassle out of the planning process for you, but will most certainly cost extra $$. once you’ve decided how many people there will be at your party, where you will have it is the most important consideration.
if it is out of their way, you will find that the number of “no-shows” will be more than if you selected an easy location for people to get to. things like handicap access, ability to bring food, space for dancing are some of the items that need consideration when selecting a venue. that said, it is important to select a venue that isn’t going to kill the vibe you are looking to have at your party. we have thousands of venues and vendors who have given us package information so that you can get a sense of how much you will spend for your party on the venue with and without food. lowering the number of guests and doing some things yourself are the two biggest ways to trim how much you are going to spend. but what are some other things that you can do at your party? if the answer to any of the above questions is “yes,” then you should consider hiring an event coordinator for your party.
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