Party Planning Tips: At Home Party Planning (Series)

 

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!