If you think planning a party is as easy as ABC, think again. Aside from the expenses side of it, there are just plenty of things that you need to consider and put into places weeks and sometimes, months before the actual event. From finding the right party store to selecting the perfect theme for the party; all of these need to be seamless and properly executed.
There are just too many to take into consideration, which makes it even harder for people who haven’t tried planning whatever type of event. However, regardless of what type of party you are tasked to organized, whether it’s a party for your children or a corporate event you’re horrible boss delegated to you, you need to get things started as soonest time.
Unlike personal party, where one has the liberty as to when he or she will commence the party planning, corporate parties that are just too important, need ample time of preparation.
As a general rule, the more time you give for preparation, the more chances it will succeed. However, this is always not the case as there are other factors that determine the success of a party.
Although there has been no consensus as to the appropriate number of days or weeks or perhaps months before one should start preparing a party, some suggest that at one should start preparing at least a month before the event.
1 month before
During this period of preparation, the most important thing to plan out is the theme for the party. Successful parties have themes that are so appropriate for the event. In the case of corporate events, a wrong choice of theme can literally ruin any event, thus, it’s advised to invest enough time carefully choosing the theme, especially for corporate gatherings.
For more personal events such as birthday parties or anniversaries, choosing themes is also necessary. Depending on the type of party, the right choice of theme is very crucial to its success, especially in the case of 18th birthday parties or special anniversaries such as weddings or golden anniversaries.
At this period of time, the theme must be ready so you have enough time later for other important details of the party.
Also approximately a month before the actual event, one has to have a bird’s eye-view on who are the guests. For business events, you can ask your supervisor or the PR team on who are the vital people whom you should be sending invitations to.
For birthdays, for instance, who are the guests depends largely on what type of event you are planning. If you are hosting a dinner party for your promotion, then inviting your close friends and relatives is common.
However, if you are planning your daughter’s 18th birthday, then majority of the decision comes from your daughter since she probably has already a guest list. However, you can still draft your own then discuss it with your daughter.
It’s also the right time to start ordering important party essentials and supplies. On top of that, you should also start planning the decorations and buy all the needed materials and décor you are eyeing.
For common party supplies such as balloons, table cloth, invitation cards, and partyware, among others, majority of these items are available at the leading party supply stores near you.
Or, you can also just buy online and save yourself from all the hassle of commuting by ordering through online party supply stores that offer free delivery in your local area.
3 Weeks prior
Sending out invites
Now that you have finished either making your customized invites or bought some ready-made ones, it’s time to send them out to those on the guest list. When sending out the invitations, you should ask for RSVP so you would know who are really going and who many are your expected guests
Without a doubt, food is one of the core essentials of any event, whether it’s a corporate or a personal event. However you don’t start planning the food to be served or the menu until around 2-3 weeks before the actual event.
It’s important to emphasize that it’s nor necessary to plan the food or the menu too early because you are still collecting information about the guest and other details of the party, which you can obtain at a much earlier stage of the preparation.
In the same manner, it’s also not advisable to do the planning of the menu much later because the last thing that you would do is to end up juggling things and realizing that you have ran out of time for all of these.
It’s also the right time to start planning the activities. Both corporate and personal or family events need interacting activities. Although the types of activities for both events vary, the main point is the same: make the event more engaging and fun.
As early as 2-3 weeks prior to the actual date, the list of activities must have been laid out already. For corporate sponsored events, it’s crucial to consult the management team on what type of activities should be included on the event. As a person in-charged on the party planning, you can’t just choose any activities as you please.
However, for family events, you have all the liberty to come up with whatever type of activity you want to include for as long as it’s fun and appropriate to the age of the attendees and the celebrator.