He's asked you to marry him. Your boss wants to honor a retiree. Your father is turning 75. All great reasons to throw a party. But where do you begin?
There are three things you'll want to do right away:
- Pick a date.
- Pick a venue.
- Pick the number of guests.
You may have a date that's set in stone and your heart set on a specific location, but these three items are inter-related, and unless you are flexible about one or the other, you're going to have trouble achieving what you want.
For example, if the place you want isn't available on Saturday, consider the closest available date instead. Or if you can't budge on the date, consider alternate venues. The number of guests will also have to reflect the space available. And remember, a percentage of invitees won't be able to attend, particularly if your guest list extends outside your local area.
Visit potential party and event spaces to get a sense of the flow of the room. Are you looking for an intimate nook or an open loft? When a party space is empty, undecorated, it's sometimes hard to imagine what it will be like for a party. Ask to see photos of a party in progress, or even to stop by a take a peek while an event is in progress.
Before you even contact a caterer, think about what kind of event you want. Sit-down dinner with full service or a buffet? Hot hors d'oeuvres passed around during a long cocktail hour or wine and cheese? Be realistic about what you can expect for the money you are willing to pay, and manage the expectations of family and friends, too. Let them know if you are planning an intimate dinner or a huge cocktail party with dancing.
Make sure potential caterers understand what you're looking for. The best caterers will ask a lot of questions. You may not know at first exactly what you want, but once you begin planning, a clearer picture should begin to emerge. Finally, carefully review the proposal and contract. Be sure that everything you expect is covered and check for hidden cost and extras that aren't included in the price per person or original estimate.
But most importantly, don't forget to have fun. Planning an event can be almost as much fun as being a guest.
