How to Plan Your Party
Planning your party may seem overwhelming but with our checklist you’ll have your party organized in no time! Parties can be really important events with the memories lasting a lifetime so planning for your day is really important!
1. Plan Early (6 months to go)
By planning early you can secure the venue you want and give your guests plenty of time to lock the date in their calendars. It’s common for people to plan their party late and as a result they find that most good venues and entertainment are already booked. Planning a party early is the key to making the process stress free.
2. Theme (6 months to go)
Decide on the theme of your party and decide on a colour scheme that will match your theme. Your party theme could just be based around a colour or selection of colours. Co-ordinating colours is the key! The most popular colour choices at Party Hire for Kids are;
- Pink (usually hot pink, light pink and silver as a combination)
- Multicoloured (usually an assortment of bright colours such as lime, orange, yellow, magenta, sapphire blue)
- Blue (usually sapphire (bright) blue and silver)
- Black and silver or white
- Gold
- Complete Party Theme List
- Complete Colour Option List – refer to our Balloon Colour Chart and Tableware Colours
3. Venue (6 months to go)
When choosing a venue for your party you must consider;
- BOOK EARLY!
- Budget – often having a party at home isn’t always the cheapest. Keep in mind that if you need to hire a marquee to protect against the elements or if you need extra tables and chairs it might become more expensive than hiring a venue. TIP: Many venues provide free use of function rooms if you meet a minimum spend at the bar or on food. Make a few calls and see who can give you the best deal!
- Size – How many people will be coming? Make sure your venue will suit the size of your party.
- Transport – Is it close to public transport? This can be particularly important if people will be drinking alcohol.
- Facilities – Does the venue have what you need for the party? Cooking facilities, toilets, etc.
- Neighbours – Will you get complaints and have the police arrive to close the party and spoil the fun? Consider inviting your neighbours or at least notifying them in advance.
- Location – is it close to where people live or is it close to where people will go afterwards? Will your partygoers likely want to continue the party elsewhere at another venue?
4. Equipment (5 months to go)
If there is any equipment you need to hire for the event make sure you book well in advance. You may need, lighting, fog machine, tables, chairs, marquees etc.
5. Games/Entertainment (5 months to go)
- Will you be having any party games or organizing other entertainment? Make sure you have your games and game prizes organized and that you have booked in a suitable entertainer.
6. Photographer/Video Camera Person (5 months to go)
- Make sure you have a way to capture the memories of your spectacular event! Photos from your event make great thankyou cards and momentos for your guests. You could also send www.partyhireforkids.com a few snaps and we may just show off your party style in our upcoming newsletter!
- If you do the photography yourself make sure your camera has enough space for lots of photos and the battery is charged! Have a spare battery on hand just in case particularly for those really important events like engagements and weddings
- Buy disposable cameras for your guests to use throughout the party. You might just find out what went on at the party that you didn’t know about!
7. Invitations (6 weeks to go)
- The invitations will set the mood of your party. Make sure you give your guests at least 3 – 4 weeks’ notice of the date of your party and request they RSVP so you can arrange adequate food and beverages.
- There are plenty of traditional options for invitations or you can go with something unique, just bear in mind that making your own invitations will take time and could be costly compared to the off the rack ones.
8. Menu (3 weeks to go)
Once you have your guest list confirmed, finalize your menu and plan your catering.
- Food – Consider if you will do finger food, a buffet or sit down meal or a combination.
- Drinks – Will it be BYO or will you supply part or all alcohol? Make sure your guests know the protocol to avoid awkward moments! Ensure you have somewhere for guests to keep their drinks cold. Maybe even provide an inflatable cooler which you can then pack away and re-use at your next party. For a party with a difference that everyone will be talking about why not get a slushy machine? Some companies even let you put alcohol in the slushies! Just make sure the children are supervised!
- Confectionary/bomboniere – will you be having loot bags or just lollies on your tables? You could consider creating a lolly/dessert bar which can be a real statement about your event – party “styling” is the latest thing! We have a range of beautiful glassware such as apothecary jars, canisters and stands available for hire on our website www.partyhireforkids.com. Fill loot bags with lollies and other small novelties the night before your party but make sure they are out of sight until the end of your party and that you hand them out as your guests leave.
- Dessert – Don’t forget the cake!
- Cupcakes have gone to a whole new level these days and often these are substituted for a birthday cake. Present cupcakes in the shape of a number or on a cupcake stand – again colour is the key!
- Candles – often forgotten but most important.
TIP: Consider making the food for your event part of the party activities. Create a buffet table with each ingredient in its own bowl or plate and have your guests make their own pizzas or their own cupcake.
9. Tableware (3 weeks to go).
It’s a great idea to go for disposable tableware for a quick clean up option – the last thing you want to do after all your planning is washing up! Ensure you have plenty of:
- Serviettes
- Plates
- Bowls
- Cutlery
- Cups/glasses
- Serving platters
For a full list of items we can supply click here.
10. Party area (3 weeks to go).
Finalise and purchase your decorations to suit the party area/room. Take measurements of the area where you will be holding the party as this will assist you in making final decisions about your purchases. Think about what will be placed where before you make your purchases and this will avoid wastage. Don’t forget the all important toilet door sign! Areas for decorations include:
- Ceilings & Doorways – perhaps hanging decorations
- Pergolas and other outdoor structures
- Tables - scatters or centerpieces are always a nice touch
11. Balloons (3 weeks to go).
If you’re planning on having balloons - and what party is complete without them! There ae plenty of options to choose from if you look through our website. It’s really important not to leave this until the last minute to ensure we jhave what you want in stock. If you’re planning on having ceiling balloons it’s a good idea to measure the ceiling area so we can discuss your needs with you. At children’s parties give a take home balloon to your guests when you are giving out your lollie bags.
12. Finishing touches
Make sure you don’t forget, party hats, poppers and rubbish bags and bins for a quick party clean up!
And last but not least - sit back and enjoy the fun! All your bases are covered, there’s nothing to worry about now so take in the atmosphere and enjoy your party!
