Is it necessary to give party favors for your guests? When should you give them and why? When to give out your party favors will depend on what “kind” it is. Many times as the guest is leaving is the time, especially, for example, little children. If you give them the party favors during the party, many will lose or misplace “their” gift. Anytime you wish is when you can present the guest(s) with a party favor.
Now, why would you want to give a party favor, or parting gift? One very good reason is simply for the joy of giving (on your part). I’m sure you have heard the saying, “It is more blessed to give than to receive”, and it does give a good feeling to be able to give to others. Another reason is to give something that will provide “memories” of the occasion. When a guest looks at the gift they automatically would think of the event and remember the good time they had at your gathering. How about as consideration, meaning, showing your appreciation for guests attending your event. Everyone who sponsors an event likes to have a good turnout. Along with that theme, how about gratitude – just demonstrating your thankfulness for the people who came, who gave and who participated, whether it be for a fundraiser, political or civic, or for a birthday party for your child. Show them how happy you were that they took their time to come and help you celebrate.
A party favor could be something that accents the party. An example might be using the snow globes as decorations and place setting cards for guests (and part of the winter holiday celebration) and having guests take the snow globes home – those “props” served two or three functions – decorations, place setting and party favor. Now that is what I call a simplified detail for an event.
Okay, so now you have decided to provide a party favor, what do you give? Good question! That depends on what kind of function you are holding. For example, a political fund raiser could provide candidate “buttons”, bumper stickers, yard signs, and maybe a photo of the guest with the candidate. They are useful for the candidate and can also be a keepsake for an event the guest participated in. For a strictly female gathering, your gift/party favor will probably best suit a female. An example, let’s say you are hosting a Mary Kay party, doing facials and makeup. You will want the ladies to leave with something that fits with that theme and most likely, some inexpensive product from that particular product line (and how about a photo of them with their “make-over”). How about a silver wedding anniversary party? A nice party favor could be a champagne glass tipped with silver with the celebrating couple’s name and date printed on the glass, or a small set of silver bells, you get the idea. The ideas of what to give is endless. You will want to remember that if the occasion is hererosexual, you will want to give something practical for both sexes. It is also nice to give something that reflects your style and individuality. Let’s say you are a “It’s 5:00 Somewhere” type person, a fun addition and party favor could be palm tree swizzle sticks, tiki platters and pink flamingo toothpicks..
Okay – now that you have selected a theme for your event you can begin to think about decorations. This topic is similar to the topic of themes in that there are a ton of ideas that you can use – again, from the simplest to the most exotic and extravagant. You can design and create your own decorations, go to a party store, the dollar store or even Wal-Mart to purchase everything from napkins, plates and cups to party favors, costumes, pinatas, games and more. You can check out online stores and select everything as a package deal with a single theme, whether it be for birthdays, graduations, grand openings, etc.
Some parties and events are memorable just because of the decorations and ambiance. Is there an event you have attended that sticks out in your mind because of the decorations? I am going to give you some ideas of decorations you might like to have for your gathering. Some of these are easy and inexpensive, which is usually how I have to do it.
Let’s say you want to give a party in December. One idea that is simple and relatively inexpensive is a snow globe – it can be used as in invitation or as a seat assignment at a table and it can also become the party favor. You can usually purchase the “do it yourself” snow globes at craft stores or stationery stores. The bottom cover snaps off, then insert your invitation to the party or their name for the place setting or whatever message you wish to place inside. Lit candles of different colors and sizes in containers you design or use, can help in setting the mood for the party. In continuing with creating an ambiance, how about serving snowflake shaped, or star-shaped, tree shaped, etc. finger sandwiches as an appetizer.
Ever thought about giving a “Recycle-Green” Party in your neighborhood or for your friends? You can help the planet while having fun. An inexpensive yet different idea for an invitation is to use a packet of seeds (flowers or vegetables) with the invitation slipped inside the seed packet (you may need to place the seeds in a small sealed envelope and attach). An idea of a name for party could be “It’s a Green Party” or “It’s a Re-Use It Party” or whatever comes to mind. The goal is to stimulate the thought processes of people to help keep the earth green and reproducing. Have several containers labeled for the different “stuff” that guests may wish to recycle – you might want to include a list of “ideas” of things that can be recycled. There are places that gladly take recycled items. There are also Re-Use It Centers around the country that recycle items that you or I may throw away but others use for building, for crafts or other things. An idea for place cards – instead of putting your friends or neighbors names on them, write environmental tips on each card and have each person share what is on their “place card” – that way everyone participates and learns. An idea for a parting gift might be a small tree that your guest can take home and plant in their yard.
Here is a short list of items that can be recycled for use – coffee bags, cans, tea tins, Pringle containers, paper towel and toilet paper rolls, soda can pull tabs, bottle caps, egg cartons, wood scraps, wine corks, picture frames, pieces of art, greeting cards, cardboard, all kinds of art supplies. Most of us probably already recycle our newspapers, catalogs and phone books, aluminum cans, plastic containers, so this is a little different.
How about a “Fiesta” or “Cinco de Mayo” celebration! The thing about decorations is, a little is better than a lot. Bright and varied colors consistent within the theme can be as simple as crepe paper hung from the ceiling, or twirled and taped to a table. Use your imagination. String lights (bulbs shaped like chili peppers). If you don’t have them you can find multi-colored chili pepper covers for bulbs online. A pinata filled with goodies is ALWAYS a hit, especially for the kids. Do you know anyone who can sing some songs in Spanish? That adds a little authenticity, along with delicious food! Don’t forget the sangria. Sangria is made up of rum (or vodka), orange liqueur, sugar, dry red wine, thinly sliced oranges, orange juice and thinly sliced lemons and limes. As your party takes shape in your mind you will be able to come up with many ideas.
Do you know people who love to throw parties, just for the heck of it? Their parties always seem to be successful and fun! Are you one of those? or are you someone who will host a party but only because you feel obligated…..birthday party, graduation party, etc.
Okay, now that you have decided to have a party, what type of party, when, where, how many people, food, drinks, decorations, and THEME! Where do you go from here? There are tons of books, videos and ideas that can assist you. The important thing to remember is that a party is supposed to be fun – for all – even you! Some people really go all out and hold lavish parties while others plan a simple potluck dinner – both can be enjoyable.
The THEME you choose will depend on the “reason” (if there is one) for the party or event. Ideas for themes are limitless – if you can think it, it can be done. You can do simple and inexpensive or extravagant and dramatic – from decorations, to music, to entertainment, to food, to invitations and party favors. The purpose of this article is not to list all kinds of themes that can be done, but to stimulate your brain and creative processes to plan an event, big or small, fancy or plain, the primary focus is that the event accomplishes it’s purpose.
Some people have said that throwing a party is like putting on a show. Taking that analogy you have the script (theme), the set (decorations and ambiance), the effects (lighting, food, food presentation and the little details that add to the appeal or surprise), the cast (your guests, guest mix and you as host/hostess). Lets discuss these points in some detail.
Script or theme – a theme is not necessary, but it gives you a framework to plan the party – it helps with decorating, flower arrangements, (if applicable) and even the menu selection. Every detail doesn’t have to follow the “theme” exclusively, use it as a guide. A theme narrows down the choices you have, for instance, in the type of food you serve. For instance, if you are hosting a barbecue you probably wouldn’t be serving bagels and tea or Moroccan lamb or spiced duck with lemon grass. People attending a barbecue would be thinking of grilled steaks, ribs, chicken or hotdogs and hamburgers, potato salad and baked beans. If you are hosting an Oriental sitdown dinner you might serve spiced duck with lemon grass but not potato salad and baked beans, you get the idea. A political fundraiser might have a “red white and blue” theme, especially in the decorations.
The “set” or setting of the event is important as that sets the stage or mood of the event/party. Have you ever walked into a home or location of an event that was decorated so nicely that it just took your breath away and right away put you “in the mood” to party? I remember walking into a dance hall with a Roaring 20’s party theme that resembled a location back in the 1920’s – the decorations, table centerpieces, music and menu all fit together. Immediately I felt like I should be dancing the dances of the 20’s. What a fun evening that was. If you are planning an event or party you want to make sure it is FUN for all!
Lighting? Does that really add or detract from a function? You bet! Only light areas where you want your guests to focus. If your kitchen is the main preparation area you might want to keep the lights low so as to hide any mess. Avoid bright lighting – you’re not trying to scare away roaches (or if you have them, you don’t want your guests to see them either). Dim lighting adds an ambiance of a small group, intimate setting. People usually appear better looking – especially with candlelight. (And who doesn’t want to look their best?) Sometimes even colored lights can change a setting. Even the types of lights or candles (sizes, short or tall) can affect a setting. Flowers bring life into a home or location of entertainment. Flowers add warmth but they can also add a scent in the air.
We have talked about food and menus and matching food and beverages in earlier articles, but what I want to touch on here is the “setting” of the food on the plate. Instead of piling on the food leave space – it helps to highlight the food that is there. When there’s a lot going on, people don’t know where to look. Artful, creative placement of the components of the meal makes a dish more appetizing and appealing. Contrasts in color of the food (e.g. mashed potatoes and steamed broccoli) creates visual and appetite appeal. It is fun to surprise guests with something that is simple and makes them think, “Wow, why didn’t I think of that!” An simple example – a winter event or party, an idea for an hor d’oeuvre, make snowflake sandwiches – using a cookie cutter, trim the bread into a snowflake shape, top with a favorite spread or cheese or meats, serve on a plate/platter lined with coconut shavings, resembling snow. How about a “beach” theme party? Using shells (like clam shells) as bowls for condiments – even ketchup and mustard are classier in a shell than in the plastic bottle!
And finally, the “cast” – you are either the guest or the host/hostess. Everyone has to “play their part” to have a successful event. the host/hostess has the responsibility to invite the right mix of people, finish decorating BEFORE the party starts, ensure everyone has enough to eat and that everyone has a good time. To borrow another theater metaphor, as the host, you are the lead actor and you must allow the other cast members, the guests to shine. Remember, the party is not about you; it’s about them!
Isn’t it great to be invited to a party, go, enjoy yourself and go home – no preparation and no cleanup. However, there are some responsibilities that go with being a “guest”. Some of these are:
Be sure to RSVP – it’s the proper thing to do and helps the hostess plan the amount of food to prepare, seating arrangements, parking facilities etc.
Unless it is an open house, plan to arrive on time – especially if it is a sit-down meal.
Don’t bring an additional guest without asking the hostess first, then its best to bring only one. I remember hosting a party for our employees and their “immediate” family members. What a surprise it was when, in their minds, immediate family included aunts, uncles, cousins, brothers, sisters and their children. It was a good thing I had prepared extra food, otherwise there wouldn’t have been enough to go around. Of course this was in a foreign country where the people lived differently than we did. Although it was a surprise to have such a “house full” of guests, it turned out well.
Bring a small gift of appreciation, but don’t expect the host to open it then and there.
If a meal is to be served, notify the host a week before if you have any allergies or aversions to certain foods so the host has time to shop or make any alterations needed. An example that comes to mind is, lets say you are highly allergic to anything with peanuts in it. If the main dish has peanuts in it you couldn’t partake and that could be an embarrassment to you and your host. Another example might be if you are highly allergic to anything with shellfish in it – an unexpected trip to the hospital is not a fun way to end an evening.
Don’t make out with your date – it makes everyone uncomfortable. Much more interesting for everyone is lively conversations. You can make out when you leave.
Don’t ask the host if you can watch “the BIG game”, unless it is a party for the world’s series or the Super Bowl. If you just can’t miss the game, tape it for later or stay home.
Meet other guests. Other people might also be shy, may not know anyone at the party or event, and they would be so thankful that you made the effort to initiate a conversation with them. When I have found myself in that situation, I try to forget that I know no one there and reach out – how fascinating it can be to meet people with different experiences and knowledge . You never know who may be there that has traveled the world, has adventures to share or has a hobby that is the same as yours.
Be careful not to “over imbibe” so as to make yourself a nuisance to others. Also, if you smoke please ask the hostess BEFORE you light up, she may have a particular area where you can smoke without interfering with the other guests enjoyment of the gathering.
And finally, send a thank you note, even if it is just an email. Sending “thank you” seems to be a lost art these days. If you have a photo or two of the event, you can send a picture to the host (or email one), they would appreciate the gesture.
What do you do when the party guests leave and there is still a half bottle of wine open? You could “finish it” (but you might regret that in the morning).
Left over wine? HELLO......
Here is an idea: Pour those partial bottle(s) of wine into a saucepan and bring to a boil. Lower heat and simmer until the wine reduces by tree-quarters. The alcohol will be mostly boiled out and the flavor will become very intense. Cool, pour into ice cube trays and lace in the freezer. When frozen, store in resealable plastic storage bags for future use. Reduced wine adds a lovely depth to sauces, gravies, soups or even dessert syrups. (Tip from Denise Vivaldo from Do It For Less Parties).
Okay, now we have food planned for our event, what do we serve to drink? The answer to that is you can serve anything you wish and what you feel your guests will enjoy. Keep in mind that you can spend a fortune when it comes to serving liquor, so keeping it simple with fewer choices might be the way to go. If you decide to serve alcohol at your event be sure to also have available non-alcoholic beverages.
In this particular article we will discuss serving wine. You do not need to be a connoisseur but it might be wise to know a little about wines. All wine, whether still, sparkling, fortified or aromatized, is fermented grape juice. It may be red, white or pink (rose’) and dry, medium or sweet. Alcohol content can range from 5.5% up to 22%. Wines are now produced in many countries throughout the world. Climate, soil, topography and type of grapes will determine what wines are produced. Prices are as varied as the different types of wine. While living in California I sometimes drank “two buck Chuck” wine – Charles Shaw, sold at Trader Joe’s. For cheap wine it was pretty good. Many people wouldn’t even consider drinking the cheap wine, different strokes for different folks. I’ve also sampled wines that were more than $100 per bottle.
Wine bottles come in all shapes, sizes and colors, but generally contain the same amount of 750 ml per bottle (not talking about the 2 & 3 liter wine bottles….). You may have questions about the wine you plan to serve, such as, how long will the wine keep? does it need to be decanted? should it be chilled? does the shape of the (wine) glass affect it’s taste? which wines should be served with which foods? at what temperature should the wine be served? etc. etc. etc.
Relax, the world will not end if everything is not perfect (according to the connoisseurs). The thing to remember about serving wine with food is “balance”. Food and wine should complement each other, not overpower each other. Neutral food is best with fine wine. Where possible, team regional food with its local wines. Allow personal preference to be your main guide. You can always seek advice on foods that are difficult to match, such as chocolate, strong cheeses, asparagus and pickles.
If you are serving salad with lemon or vinegar in the dressing, wine should be acidic to balance it. Light, dry whites, more acidic than reds, suit salads. Sauvignon blanc is good choice. The sauce fish is cooked in can affect your choice of wine – e.g. creamy sauces need high acidity and effervescence, so choose dry whites. Fish cooked in red wine will taste good with red wine. Sparkling wine is good to serve with egg dishes. If you are serving hot and spicy food, ice cold beer is a better match than wine. Sweet wines are good served with desserts. It is recommended that you serve cheap before expensive, drink dry before sweet, light wines before full-bodied and young wines come before old. Low alcohol and light wines are preferred for summer, heavier wines are more appropriate in cooler weather. Sherry and Port are good dessert wines also.
Remember your budget, your personal preference, the occasion and the enjoyment of your guests are reasons to serve and drink wine.
TIP: To minimize any unpleasant after effects (hang overs), have one large glass of water for every glass of wine that you drink.
For additional information check out “101 Essential Tips – Wine” by Tom Stevenson it is a great and simple resource.
GOOD QUESTION!! We discussed hor d’oeuvres and appetizers in the previous blog, so now we will focus on planning the rest of the meal. You can plan a menu that is simple yet elegant and enjoyable. When choosing ingredients think about an array of colors, tastes and textures, which foods work together. Keep the dishes you plan to serve simple, full of flavor and easy to prepare. Your goal is to make it taste as good as it looks. Have you ever purchased pastries or cookies in the bakery section of your grocery store – they look scrumptious – and taste like cardboard. I recently attended a wedding where the bride spent $550 on the wedding cake – it looked pretty but it had no taste – real blah….
So where to start? Fresh ingredients of the best quality will go a long way in making your meal successful. You may want to start with what produce is in season at the time of your event – it is usually the freshest, can generally be found in plenty supply and many times are on sale or offered as a “special”. Again, you always want to be mindful of your budget – or did you forget that part already? (Easy to do once the planning and excitement get under way).
When buying real estate I’m sure you have heard that it is “location, location, location”. In serving a meal it is “presentation, presentation, presentation”. If you have ever watched “Iron Chef” challenges on HGTV you have seen where “presentation” is an important part the scoring process. Whatever you serve, you want it to be pleasing to the eye and then of course to the palate. You can be creative here as well, for example, let’s say you are serving a caesar salad – instead of the typical croutons, top it with spicy chopped nuts, or whatever you think will bring a little pizzazz to the salad; top the baked potato with french fried onion rings with butter and sour cream on the side, or serve with flavored butter, you get the idea.
Your menu should sound appetizing when you write it down and read over it – if it makes you hungry just thinking about it, maybe you have a winner! Menus should have an interesting balance of temperature, appearance and texture. Regarding temperature, everything doesn’t have to be hot or cold, you can serve different dishes that complement each other. An example, let’s say you are serving a hot spicy entrée – you might want to consider also serving a cool salad or sauce to offer a needed relief from the spicy dish. You might also want to take into account any guests who are vegetarians or guests who may have special allergies, etc. You do not have to plan the menu around their needs, but you might offer options in what you serve, for example, have 3 vegetable dishes or 2 different kinds of salads to give them a choice.
Flavors of the different dishes should complement each other and flow from appetizers to dessert – establishing a theme for your event can help with the menu planning. What about color? What do I mean? Let’s say you want to serve a steak, baked potato, sautéed mushrooms – looks kind of bland don’t you think? How about serving the steak on top of bright fresh asparagus, and top the steak with a diced roasted red bell pepper – you have added color, flavor and appeal.
Vary the texture of your foods – try not to repeat food with similar textures, for example, you may not want to begin the meal with a bowl of creamy soup, then serve mashed potatoes as part of the entrée , and a chocolate mousse for dessert – unless you are serving a room full of elderly people with no teeth (just kidding). Avoid preparing and serving, for example, all fried foods on the plate, like fried chicken, french fries, hush puppies and fried okra – to some of us “southerners” that sounds like a pretty good meal, but some people would definitely disagree.
Less is often more when it comes to food – especially strong and spicy flavors. When serving fatty foods, serve something tart or acidic to go with it to help cut the richness. Mint sauce with lamb and orange sauce with duck are classic examples of this. As a note also, do not feel that you must prepare the “whole meal” – nothing wrong with picking up roasted chicken from the deli or a dessert from the bakery – as long as it looks good and tastes good and is fresh, people won’t care and who is going to tell them???? You want to enjoy the event and spend time with the guests also. Remember the K-I-S-S philosophy.
One LAST item to mention that may apply or not. Let’s say you are planning a sit down dinner for 10-12 people, some will want to know “what’s for dinner” before they RSVP – you want a good turnout for your dinner, so sell the sizzle of your meal. With your invitations you can include the menu – instead of saying “baked chicken and rice and vegetables” (which you must admit doesn’t sound real exciting), how about a menu that says: “ Brie-stuffed chicken breast with herbed breadcrumbs and wild mushroom risotto and garlic snow peas”. Which sounds better to you?
Please feel free to comment or offer suggestions, they are welcome!
Our next blog will discuss serving wines – which kinds go with which meals, or does it matter?
This is another topic that books have been written about in great detail. Here I just want to give you some guidelines and helpful hints. Again, I do have the K-I-S-S philosophy – keep it super simple so that is what we are going to do. Let’s start with type of function as that will dictate to a large degree what kind of food to serve.
Grand Openings: Normally hors d’oeuvres of various kinds are easiest to do, e.g. trays of cut veggies, dip is optional; trays of different kinds of cheeses and crackers; trays of sliced fruit (also nice to have dips for the fruit); sliced lunch meats, rolls, condiments like mayo, (deli) mustard and such; crock pot of little sausages in a sauce, little meatballs also in a thick sauce; small pieces of terriyaki chicken; oriental pork dumplings; various little desserts like small puff pastries, cookies, cake, etc. Your imagination and taste buds can dictate, these are just simple and relatively inexpensive ideas. Generally a variety of different foods will be most widely accepted and enjoyed. Beverages can be as simple as iced tea and coffee, water and lemonade, soft drinks like coke, Pepsi, seven up, or beer and wine, you get the idea. Again, here you can get as fancy and sophisticated as you want.
Fund Raisers: Unless it is a BIG money event you can supply food and drink similar as listed above for a grand opening celebration. If you are trying to raise money for an event or person or project, you probably want to limit spending on the food and beverage, it would be preferable for the money to go toward the cause of the fund-raiser. The more expensive (like thousands of dollars per person or couple) will normally consist of an elegant sit down dinner. Those types of functions are normally handled by professional caterers or party planners.
Cocktail parties: When I think of cocktail parties I normally relate it to business functions of various kinds – can be large and casual, can be small and intimate, can be semi-formal too. Here you might consider serving more expensive hors d’oeuvre,s e.g. smoked salmon w/capers, bruschetta w/white bean puree; caviar, citrus bruschetta, bacon wrapped scallops, you get the idea.
Before we go any further I want to explain the difference between Hors d’oeuvre (pronounced or-DERV), canapes and appetizers. They are pretty much the same with slight differences, at least to my understanding. You may find different ideas on this from chefs or big event planners.
Hors d’oeuvre: (Pronounced or-DERV) A small bite of food that comes before the main course. It is often served with cocktails, but several pieces can be plated to serve as a first course. Technically, the term refers to small, individual food items that have been prepared by a cook. Thus, a cheese plate is not an hors d’oeuvre, nor is a crudité tray with dip, even though someone has cut the vegetables and made the dip. The term means “[dishes] outside the work [main meal].” In French, the term “hors d’oeuvre” is used to indicate both the singular and plural forms. There are many hundreds of different hors d’oeuvre; each cuisine has its specialty. Examples of popular hors d’oeuvre include arancini (ah-rohn-CHEE-NEE, fried risotto balls), bacon-wrapped scallops and Asian dumplings.
Canapé: (Pronounced can-uh-PAY) A specific type of hors d’oeuvre that is prepared on a slice of bread or cracker or other base (e.g. boiled potato, hard-cooked egg or mushroom cap). The components are: the base, the main element (beef, seafood, egg, ham, smoked vegetable, etc.) and a garnish.
Appetizer: A small serving of food served as a first course. it can be the same type of food that could be served as an entree or a side dish, but in smaller serving, or it could be something not served as a main dish, such as smoked salmon with capers.
Black Tie is a maker of high-quality frozen hors d’oeuvres sold at fine retailers. A large portion of its business is to foodservice—caterers and restaurants. Here, the company shares how to calculate the number of hors d’oeuvres you’ll need for your guests.
Calculating The Number Of Hors D’Oeuvres
Dinner Party
Number of Guests
10
15
20
25
30
35
40
50
55
60
100
Butler Passed Style
Number of hors d’oeuvres
40
60
80
100
120
140
160
200
220
240
400
Buffet Style
Number of hors d’oeuvres
60
90
120
150
180
210
240
300
330
360
600
If you will be serving dinner, allow 4 to 6 hors d’oeuvres per person.
If you’re hosting a cocktail party with no dinner to follow, allow for 8 to 10 hors d’oeuvres per person.
How Many Types of Hor d’oeuvres Should Your Plan to Serve: Caterers often use this rule of thumb:
Up to 50 people: 4 to 5 varieties
50 to 100 people: 7 to 8 varieties
More than 100: Up to 10 varieties
However, we look at it from the eating point of view, not the headcount point of view. It’s how long the party lasts, not how many people attend. Whether you’re one of 20 guests or one of 120, if you’re there for two hours do you want to look at the same four puffs and quichespass by, or do you want to see seven, eight, or ten choices? You be the judge!
Have you had experiences with this? Feel free to add comments and suggestions. Thank you.
A book can be written about this topic, or should I say, books HAVE been written about this topic. My philosophy is K-I-S-S – Keep It Super Simple. So we will touch on some basic premises you must consider when planning and budgeting for an event/party/function. When you have the details of the type of function, date, place and time you can begin to plan – and the easiest way to do that is to make lists. Lists? What kind of lists? If you have entertained before you know how important it is to make lists so that you stay on target and don’t forget anything!
Will you have a “theme” to your event? Events/parties/functions do not need a theme, but in many ways it may be easier to have a theme – that can make it a little easier to plan and decide on such things as invitations, menu, decorations, entertainment if applicable, party favors, etc. Use the theme as a roadmap, being careful not to go “over the top” with the theme, it could become a little overbearing, but that depends on what you plan. Let your creative juices flow and have fun with it.
Examples of lists might be: guest list (how many to invite and the guest mix – see a prior blog on that topic), the number of guests invited may be determined by your budget. How many invitations and what kind? Time deadline for when all invitations should be sent out or delivered.
Another list might be a grocery list – which will be related to budget and type of function and number of guests. Will you be serving hor d’oeuvres? if there is a meal will there be appetizers? A specialty cake or other desserts needed? Which non-perishable foods can be purchased early and which ones must be purchased one or two days before the function? Of course most of this will be predicated on the MENU, which we will discuss in a later blog.
How about a beverage list – will there be alcoholic beverages and what kind, decide on what kind of cocktails you plan to serve (or you can go broke trying to buy all the different ingredients needed for every type of drink), non-alcoholic beverages should always be offered, will a “punch” be made (could depend on type of function). Will a bar set up be needed – a self-serve or will you have a bartender?
Now about aneed to acquire list – will you need to secure or purchase extra tables and chairs? tablecloths? dishes and flatware? how about glasses for serving the different alcoholic beverages? (depends on how fancy you want to be). Will decorations and/or party favors be needed?
You may wish to make a need to order list – order flowers – whether part of the event “decor” or table center pieces; case of wine or champagne or….; have you booked the entertainment, if applicable, will you hire a caterer or people who will be serving and helping out at the event? What about ice? Will you need parking valets? or assistance with showing people where they should park their vehicles?
A to do list may seem redundant, but it is not. For example, on the to do list you may have when you need to prepare different foods for the event, can some be prepared ahead of time and frozen? This is if you are not having the event catered. When do you need to set up the tables and chairs or prepare the table centerpieces or decorate? Is there special lighting or lights you need to check out and make sure everything is working? Have batteries for the camera? Do you need place cards or a plan for “seating”? What about contacting those guests who still have not RSVP’d? You may need to touch base with them, people do get busy and forget to RSVP, as rude as that may be, it happens. Last minute errands may be necessary too. Your list will vary with different types and sizes of functions, but you get the idea.
An emergency numbers list? Anything can happen at functions, so you want to be prepared in case – for example, we all know 911, but what about the poison hotline, your doctor’s or dentist’s emergency number, number for the nearest hospital; what about a 24 hour plumber or electrician? a reliable taxi service; last minute babysitters for guests that may cancel because their sitter canceled at the last moment; I’m sure you can think of other numbers to put on that list.
Well, this is a start to the planning aspect of your event. How do you make a budget for it? Again, I will attempt to keep it short and simple.
First and foremost in budgeting for a party, you must be realistic in what you can afford to spend, be it for a corporate function, a fund-raiser or smaller event. Once you decide on that figure, you need to try to “stick to it”. You may have to use your “creative juices” more than you planned, but it still can be fun, albeit a little challenging.
Where should the largest amount of the budget go? That of course will depend on what kind of event it is – which is most important – the location, the promotion, the food or drink or will it be the entertainment? or the decorations? Once that is determined you will be ale to decide what percentage of the budget will go to which categories. The focus of your event is where you will probably spend the larger percentage. For example, let’s say you are planning a fund-raiser – what might you decide would be most important? How about the promotion or advertising of the event? Can’t raise much money if no one knows about the event. What about a cocktail party? You may decide to fully stock the bar and have a knowledgeable bartender aboard. A dinner party is where you will most definitely want to focus on the menu – the food. I think you get the idea.
First you will want to make a list of what is needed for the event, and based on that, you will be able to allocate how much of the funds is available for each category – will it be renting the right location? or advertising and promoting the event to receive the most attention and response? what about a costume party – you might focus on the decorations or entertainment. You will find that the tighter the budget, the more planning and care in how you spend the funds is important. If time permits, do some price-checking to come up with projected costs for the different categories. If you are not sure about prices, overestimate. You probably should also add an extra 10% to the budget figures to accommodate those extra things you forgot. Be inspired, be creative and have fun! Sometimes everything does not turn out the way you want, but as long as the guests are having a terrific time, you are relaxed and enjoying the function too, it will go a long way in overlooking something that didn’t turn out perfect!
What have been your experiences in this realm? Feel free to share. Thanks!
Soon we will discuss planning the “menu”. Again, it can be complicated or simple, so we will attempt to K-I-S-S!
When planning a party, what is the one thing that crosses your mind during those insecure moments? How about, will they come? how many will come? will they have fun? will they want to come again? will there be stimulating conversation? will the guests be bored and leave early?
Wow! Lots of questions and subconscious worries! As mentioned before, there will be events or functions that you will have absolutely no control over who is invited or who attends (e.g. grand openings). Some functions you may have some control over who is invited or attends (e.g. your child’s birthday, 50th anniversary celebration, etc.). Smaller functions such as dinner parties, back yard barbeques, cocktail parties, potluck dinners, etc. you may have much more control of who is invited. So, is there a trick or a rule book or a game plan to use in planning your guest list?
The answer to that questions is no, HOWEVER, there are some things you will want to consider. Be sure to take into account the number of guests invited, that there is “space” for everyone – e.g. “standing room only” is not a positive atmosphere for a medium or small event. You will want to create a “lively” party with an interesting collection of guests. These guests may be mixed, some may be family, some friends, some business associates, some neighbors, etc. Now days there is not necessarily a “rule” that the number of males must equal the number of females invited. You will want to invite people who are interesting, maybe someone who has traveled extensively or has an interesting occupation, or maybe even someone whose philosophies or conflicting views are different from some of the other guests. This might encourage some interesting discussions. Of course you probably do not want to invite someone who is really far out or who has violent tendencies. Some of the most fun and interesting parties I have attended, included people who were very interesting to speak with and/or learn from. The evening speeds by so quickly.
As host/hostess you will want to make sure all guests are included in activities, that no one is neglected like a wall flower. It might be a good idea to introduce your guests whom others may not know, an idea might be to include in your introduction something about that person, e.g. “John has just returned from a trip to the Holy Land”, or “Jack and Jane have just started their own business”….you get the idea. Another option is to introduce a guest to another guest who have common interests or similar occupations. As host you want to make sure that everyone is relaxed and enjoys themselves and will want to come the next time you issue an invitation.
Any experiences with good and/or bad “guest” combinations? Feel free to share! Thanks.
Is it necessary to give party favors for your guests? When should you give them and why? When to give out your party favors will depend on what “kind” it is. Many times as the guest is leaving is the time, especially, for example, little children. If you give them the party favors during the party, many will lose or misplace “their” gift. Anytime you wish is when you can present the guest(s) with a party favor.
A party favor could be something that accents the party. An example might be using the snow globes as decorations and place setting cards for guests (and part of the winter holiday celebration) and having guests take the snow globes home – those “props” served two or three functions – decorations, place setting and party favor. Now that is what I call a simplified detail for an event.
Mary Gibbins' Events Planner Portal 
