Backyard entertaining – whether a large party (all the way up
to wedding size) or a small, intimate gathering can be a wonderful way to
entertain but does require a bit of planning for the highest rate of success
and the checklist is the same regardless of the size of the guest list.
Here are the first five steps to planning an amazing outdoor
celebration. Future posts will help finalize the details.
1.
Determine the guest list/head count
It’s great that you are going to host a celebration at home
and think, ‘well we will just invite our close family and friends, it should be
about 50 people,’ but – write a list. Writing out exactly who you will invite
may surprise you by the time you tally it up and the total is 20 more than you
originally estimated. For those who feel so inclined, keep your list in a
digital spreadsheet to help keep things organized and streamlined as the party details
continue to grow or write it all out longhand on paper or Google event planning
apps but beware some are for professional event planners.
Some rules to keep in mind about headcount:
According to The
Knot and personal experience, about 10% of guests will decline the invite.
· Include
an RSVP date when you do create your invitations to help make a best
guesstimate of headcount. Keep in mind, not everyone will respond and some
could still show up.
· Decide if
the invite is for a family, a plus one, or the person invited only AND let the
guest know exactly who is included in their invitation.
· The
reason the headcount number (or as close as possible) is critical is not only
to ensure you have the right amount of food and beverages, but tables, chairs,
parking, are also part of the planning process.
2.
Define the space
For those fortunate enough to have front, back and side yards,
decks or porches, terraces, firepit areas or some combination of all of these outdoor
spaces, consider designating different areas for one unique aspect of the
party. Specifically, decide where each of the following can be placed:
· Food –
appetizer, buffet, dessert/cake. Also, can these be in the same area and
cleared after use. Try to include small signs (handwritten is fine) that
identifies what foods are and if it is not obvious you can always state if it
is dairy free, gluten free, or vegan friendly.
· Beverages
– whether alcoholic or not, drinks can be in a very different space than the
food to avoid overcrowding in one area. Coolers can be labeled with their
contents. A bar can simply be a large
pitcher of ice water (with or without fruit), and any other cold drinks of
choice, all on a simple table.
· Gifts.
If gifts are part of the celebration, try to designate an area or have an extra
table for gifts.
· A place for
guests to sit. Tables and chairs can be in whatever configuration works best
but please do include enough sits for all guests.
3.
Cater or cook
Who is making the food? Whether you decide to have a potluck,
do all of the cooking yourself, cook some dishes and have some store bought or
restaurant take out of have the entire shindig fully catered, once the headcount
is determined, a menu can be decided. Working within a budget can guide the
process. Other questions to answer include:
Do I have any guests with allergies? If so, do I have
something they can eat?
Can I afford to hire someone to help set-up, serve, and break
down the food area?
Can I realistically take care of it all myself?
If anyone asks how they can help, ask how they would like to
help.
4.
Decide about drinks
Take a little time and really make a plan about drinks. Some
options are:
· No
alcohol
· Water,
Beer and Wine
· Water,
Beer, Wine and a specialty cocktail that can be served by the pitcher like
sangria or mimosas.
· Water,
Beer, Wine, and a few mixers with vodka, rum, whiskey or whatever 3 main forms
of alcohol you like.
· Full bar
Consider what works best for you, the time of day for the
event, will guests be self-serving, can you monitor everyone’s safety, and of
course, budget. Also think about keeping alcohol in a separate area from
non-alcoholic drinks to allow for the safe monitoring of underage guests.
5.
Tent or open space
Renting or using a tent to protect guests from sun, rain, or
any weather condition is a popular option. However, some prefer the simple open
sky, with shade from lush trees. Either set up can be absolutely perfect but making
the plan is part of the party process.
More tips to come about planning your at-home party for the
best Fed Well success!
