party planner checklist
Birthdays, Weddings, christenings, engagements, reunions… you name it, parties
are a great way to celebrate a special occasion. But if you want your
celebration to go without a hitch, you have to pay attention to the details. Everyone has been to a wedding or party where the music has
not been up to scratch. Too loud, too modern, not enough for the
youngsters and worst of all, no-one dancing!! At Nightlife Entertainment, your wedding or
celebration is as important to us as it is to you. We know how important
it is for your evening to run smoothly and your guests to feel relaxed and
enjoy themselves. We will help you plan and personalise your celebration
as well as help with your selection of music. Feel free to contact as many times
as you like. Nightlife Entertainment are highly experienced in helping you plan
that perfect party your guests will never forget.
Here’s an overview of all the things to
consider when putting together the perfect party.
the date
Before you set a date, check with the ten most important people that they will
be able to attend. There’s little point celebrating grandma’s 60th if her one
and only son can’t make that date.
Also, if possible, avoid obvious busy times like Bank holidays or high summer,
when many people expect to go away; dates such as Half Term or big sporting events,
times when other gatherings may be happening and weekdays, if most your guests
work long hours.
numbers
Work out the number of people you wish to invite and can realistically afford to
cater for. As a rough guide, for every 50 people, expect about five not to
attend.
venue
Large events need large venues and many of these get booked up fast. So one of
your first jobs should be to find somewhere for the celebration that can cater
for the numbers on the date you require. When you book your venue make sure there is enough room for
dancing, music levels wont be a problem and ask what time the music has to
finish.
If you’re intending to hold the party at home, remember it’s not just a matter
of enough space – you’ll also need extra plates, cutlery, glasses and so on.
Beg, steal and borrow off neighbours or the caterer. Your local off-licence may be
able to loan cases of glasses, and check out your hire options online – see
Sainsbury’s website, for example.
theme
If the party is to be a surprise or a special theme, make that clear right from
the start – there’s nothing worse than turning up to a party to find it’s fancy
dress and you weren’t told, and you don’t want anyone blurting out the secret.
Theme parties can work well (anything from toga or pyjama parties to murder
mysteries and 70s nights), but bear in mind your guests’ likely response to such
invites. For example, an older relative may be less than keen to dress up as a
St Trinian’s schoolgirl.
Pick a great theme and it can really make a party - as well as providing you
with a great collection of photos.
invites
Formal invites are de rigour for formal events such as weddings and
christenings. But even if the event and consequently your invitations are less
formal, they should always include the following key information: date, time,
venue, suitable dress, theme (if applicable), and whether anything is required
(e.g. please bring a bottle).
Also, make it clear to your invitees whether you are expecting replies. A simple
‘RSVP’ will usually suffice, and even for a relatively informal occasion,
responses can give you a rough idea of numbers to help you plan.
For formal invites, remember to allow time for the printers to do their job.
food
Professional caterers normally require a fair amount of notice, so start ringing
up as soon as you know a date. Choose foods that most people can eat, and don’t
forget to allow for vegetarians. It’s best to set up a meeting with the caterer
so you can discuss exactly what you want and perhaps view some previous menus.
Doing your own catering is a great way to reduce costs with many High St
supermarkets doing pre-prepared party goodies. Make sure you build this into
your time schedule though.
drinks
You need to think about drinks when you are selecting a hall. Many halls allow
you to supply your own drink, but those with a bar wont. It has always been
popular to pop over to France for cheap drink and you can make huge savings. It’s worth asking
about charges for wine and other drinks early on in your negotiations with the
venue.
entertainment
Booking a Tarzan-o-gram for your friend’s hen party probably won’t require more
than a few weeks’ notice. But if you’re planning a big party with a big band,
chances are, they’ll need a good six months’ notice. Good Discos are booked up well
in advance so it's wise to start looking for your DJ as soon as you have
chosen your venue. A good disco, could require twelve months, notice – longer for really popular dates
such as Christmas, New Year and weddings in high summer.
parking
Large venues normally have ample parking for guests, but if you’re planning a
‘bit of a do’ at home, think about where your guests might park. Is there space
in your driveway? If not, are there free parking areas nearby?
It’s always a good idea to forewarn - or, better still - invite your neighbours
too. This can help avoid a potentially unpleasant situation with cars blocked in
and complaints made to the police.
and finally...
Don’t forget some of your guests may need special attention. Grandad will need
to park near the house following his knee replacement; Auntie Jo will need to be
kept away from the punch; and your awkward neighbours will need to be steered
clear of the friends they fell out with last Christmas! Keep a note of these
extra variables and plan accordingly.