Last week we touched on the simple steps to planning a lower key kids’ party, but what if you want to organise a luxury corporate style affair?
It’s important to ensure everything is perfect from the outset. As experienced as we are in all things party, we’ve created a guide to help you on your way to the next party of the decade!
It’s all in the major details, 13 of them…
- Calendar date
Pick your date wisely. It’s a great idea to check if there are any national, local or religious events happening at the same time. - Think about times
Carefully plan your timing, to ensure it doesn’t clash with nap times. When it comes to major sporting events, football or tennis matches, check the times; perhaps it’s an idea to screen them along with the party to keep everyone entertained. - Be an early bird!
If you can, make your way to the venue early so that you can set things up, decorations for example. Perhaps there is an event on prior to yours, if so you’ll need all hands on deck to help get the place party-ready quickly! - Space
Work out the amount of space you’ll need for your guests. If there are lots of guests, you’ll want somewhere with plenty room to run around and dance. If it’s a smaller group, pick somewhere of a suitable size, so that the place doesn’t feel or look empty! - Destination… Fun!
When choosing a destination, make sure your guests will be able to get there. It’s worthwhile putting not only the address but the directions to the venue on the invitations. Check that there is suitable public transport links and that there is enough parking for the designated driver. - Venue Facilities
You’ll want your guests to be comfortable, so it’s a good idea to ensure there’s a cloakroom, enough toilets, storage areas or separate rooms for lounging in; check there are plenty of power sockets and if necessary a stage area. If you need sound and lighting, speak to the people in the venue who will be able to set this up and test that it is working on the day. - Entertainment
When choosing one of our parties, ensure you select the right party for the right audience. Do you have any toddlers coming who’ll need special entertainment on their own? It might be worthwhile considering entertainment for the adults too and maybe an extra pair of hands to help out. - Schedule
It’s best to make a plan of what time which part of the party is happening, such as the cake ceremony and speeches. You’ll want things to be timed well so that the evening follows a schedule.
Check to make sure that you can bring in your own suppliers, some venues insist that you use theirs, perhaps limiting things for you. - Guest Management
When it comes to who to invite, is it going to be a private or public event? Is there going to be a charge for attending? We recommend trying Eventbrite to automate who will be coming. It beats an old spreadsheet! Keep on top of the guest list, how many people have RSVP’d… it’s best to be prepared if more turn up anyway. - Security
If it’s a public event then security is a must, if it’s a private event you might still want to stop strangers coming in and making sure things are safe.
It’s also a good idea to ensure that the venue is well signposted so guests can easily find where you are. - Refreshments
Are you offering drinks on arrival, is the food a buffet or sit down meal? Have a think about the best time to have a food break, if at all. Keep your guests well watered with drinks, such as juices and water to hand. If you are serving alcohol, is it complimentary or charged? - Décor
Is there a theme or colour scheme to go ahead with? Is it neutral, branded or unbranded? Decide if you need to hire any props. Your venue supplier may be able to help with these but we can help too, so just check with us upon enquiry. Why not have a browse on Pinterest for good party theme ideas! - Safety
Play it safe and ensure all entertainers are DBS checked. Is their equipment PAT tested are they public liability insured? Be sure to leave suitable space for things to be set up.
Make contingency plans in case staff or entertainment end up sick and can’t make it…
If you have to cancel, what are the T&C’s? Is someone first aid trained, do you know where fire exits are? Make sure a risk assessment is in place.
It seems like a lot, but there really is a lot to consider when organising a kids’ party. We know, we do it all the time!
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