Creating a budget is the very first thing you should do. Think about how much you really want to spend. Consider this as very important, it prevents you from having spent all your money while you still need to buy that important item. However, the word budget does not mean that you have to “cheap”. No, it helps you realize how much you are planning on spending.
The second thing you should do is create a guest list. The type of the party as well as the purpose of the event determines the size of the guest list. Well you know the type of party, so let’s get it on with the guest list. The length of it depends on the type of party you host. For example, when you are hosting a dinner party, all your guests are sitting at the table, it is important for you to think carefully whom you will include. Picture this; all your guests are sitting at the table, elbow to elbow from the serving of the first drink until the desert and coffee. Now don’t you make the mistake to invite only the brilliant conversationalists, I tell you why; everybody would talk and nobody would listen! So invite an equal part of speakers and listeners and divide them at the table. Never invite only people you think are interesting, always ask yourself if your guest will find them interesting as well. When it comes to me, I know that not all of my friends are very fond of heavy metal or share my passion for social politics. It is very important to find the right mix of guests with their different interests and backgrounds. Therefore, if one of your guests thinks his neighbor on the left is a real old bore, he always can turn to the right and start a conversation with that person.
Another point of attention creating a guest list is to take care that it incorporates both couples and single persons. Check this after creating your list. If it appears that you have only one single person on the list and many married couples, delete this single person from the list. You do not want him/her to feel bad.
The “daring” guest list
Do not be afraid to mix up different types of guests while creating your guest list. You just have to dare to put on your very old close friends and mix them with people you would love to get to know better. It helps not only you to enjoy yourself more; it also is a great opportunity for your guests to enjoy the diversity of interests.
However, I live in an apartment; I could not possibly entertain!
Well, now that is not true! In fact, that is far beyond the truth! Do not let the fact that you are housing in an apartment keep you away from the joy of planning a party. All you have to do is to minimize your guest list a little (and plan some more parties if you have many friends).
Do not listen to people, telling you that some spaces are simply too small to entertain people; not true!
I will give you some ideas how to scale down your plans so that you will be able to plan a party just like a person who lives in a big house.
In the case that you are planning to provide your guests with food, just keep the menu simple. This counts for either a cocktail party as a sit-down dinner.
Prefer a buffet to a dining party. With a buffet, you create more flexible seating options. Make sure you and your guest will have more space to move around, by pushing all your furniture against the walls. In case you have a balcony, which can be used for keeping people, do not hesitate to encourage your guests to use this too. Provide some seating and mood lightning on the balcony and invite your guests to mingle there. Every room your guests will enter should be cleared from mess, including the kitchen. Try to put away as many appliances as possible in cabinets and closets. Why would you need extra seating or even a second room? None of your guests is stuck on one seat during the party, unlike a sit-down meal. They can mingle in all freedom and look for those they find interesting. Never wait for the day of the party to find out that you are having trouble with combining your duties as host, caterer, babysitter and any other tasks involved.
Just visualize the party, think through all needs of it, and be realistic.
Never be afraid to ask your close friends and relatives to give a hand. Maybe you thought they would be too busy, but you could be wrong. Maybe they just are not that busy and could abandon their posts and take you some work out of hands.
So exactly what do you put into an invitation?
Even though invitations may come in a variety of shapes, sizes and through a variety of media, the format is basic. What do you find on a good invitation?
A good invitation provides your guests with all the information they need to get them on the right day, the right place, the right time, in the right dress at the party. So here, you find the most important aspects that should be mentioned on a good party invitation:
Mention the purpose of the party.
Is it a birthday party? If so, whose birthday party is it?
Is it an anniversary party?
Alternatively, is it a just a “lets-get-together-to-have-fun” party?
The honored guest’s name
The name of the host
The date of the party
The time of the party
The location of the party
Include a map if you have the feeling that some of your guests do not know how to get to the location, for example if they are from out of town.
Should your guests bring something with them? In case of an American party for example, your guests need to. Your guests know of course that with an American party all is more or less a matter of coincidence, what they will get to eat and drink. To keep things a bit in hand, you could easily ask a couple of guests to bring a dish, containing some kind of meat, with them. They could see that as an entrée. Other guests you can ask to bring different salads, other dishes and/or deserts. However, the charm of an American party is to let your guests surprise you and see what they come up with. Even without asking your guest to bring specific food, you will have a surprising variety of food. Now it is about time to tell your guests if it is a “BYOB” party (Bring Your Own Bottle) or not. If alcoholic drinks are allowed and will not be provided by you, you can allow your guests to bring them themselves, just let them know.
The theme of the party
If the party has a specific theme, mention it on the invitation
The dress code
Tell your guests what is acceptable to wear. Is it an outdoor party, allow them to wear short, is it an informal party, tell them they can wear jeans if they want to. In fact, you should be clear in the information about the dress code in your invitation. Is it a formal or informal party, a costumed or non-costumed party? Just let your guests know in the invitation.
The type of food that will be served.
In your invitation, you have to let your guests know which food is going to be served. Are you serving lunch or supper, or is it just cake and ice cream. This allows the guests to plan their meals. It prevents from disappointments. Guests are counting for a meal while in fact they do not get any. Just imagine that!
Your contact information
Your contact information should not only contain your telephone number but also your email address. Nowadays people may find it a lot easier to write you an email than giving you a phone call.
Choose a location.
Do you plan to host the party in your house, or do you have another location like a local hall, or theme-orientated location, in mind? In our first subject, where we talked about the different party themes, we already talked about this more in detail. Please, feel free to read this subject once again. Choosing a location is one of the most important parts when it comes to party planning. Make sure you have this part in place, before you go too much in details of planning.
Another important issue you have to decide about on two weeks ahead of the party time (or four weeks, depending on the time of the year) is the menu.
Choose your appetizers, entrée, all side dishes, desserts and beverages.
Send out invitations two weeks before the party.
However, when your party is planned around a major holiday, you have to give your guests four weeks to prepare.
When you have in mind to cook the meal yourself, do as much in advance as you can. Create a realistic timeline for the cooking. There certainly is something that you can prepare ahead and freeze it without losing quality, where are you waiting for, do it! It gives you less stress and leaves you valuable time for other important things because the day of the party is getting nearer. The planning in detail of the cooking is such an important item; it takes so much worry out of the planning.
If you are planning an American party, it is about time to inventory which guests will bring what dishes. This is very important, because you then know what to expect and you can prevent duplications in dishes. For the guests it is also a sign to start in time, make the meal, freeze it if necessary and have it ready a few days before their visit.
Do not wait to rent vital items!
Now is also the time to rent any items, like plates, cups, coffeepots, chairs etc.
This matter is especially important if you plan your party during a major holiday. Do not wait too long and get disappointed because the items you wanted to rent are not available anymore. Then you are in real trouble.
Did you have in mind to hire temporary help for the kitchen, for serving or for bartending during the party? Be sure you arrange this in the period of two to four weeks prior to the event.