the next question. Where is the party going to take place? Your answer to this question will be based on the following questions and answers.
If I am having 200 guests for my birthday party, then what choices do I have for a location for this event. Will it be at home, a friend’s home, hotel, club, restaurant, park? Will it be indoors, outdoors, or just The Doors music playing? (Couldn’t resist the music reference). Based on your answer here, you’re faced with the first big reality question? Whoa! 200 guests, at my favorite restaurant…. HOW MUCH IS THIS GOING TO COST?
Ah, there is the first “reality-check” question. Expect other priority questions, but, this is where the first one usually hits us and announces itself. Many people start to backtrack and return to the title of this book, “so… you wanna throw a party”. By “throw” do you mean to “throw-up”,”throw-out” or just “toss” this idea and celebrate with just the two of us (we’ll order in Chinese). I hope that I can help you get past that. You need to have some idea of your budget. This is not easy. Many clients believe they have to have this and that. After all the “must” haves, their budget (or what they thought was their budget) is not enough for all the extras they want. My first suggestion; try to figure out what you want to spend before the “must haves”. Then, see what you can do with that budget. If you feel you must have extra help, a good event planner could help. But, only if they are sincere and not just trying to force you into something. Shop around. Get referrals. Interview these people before you contract with them.
Where is the party going to take place? You’ve decided what party you’ll have. You have picked the date of the party. You know how many guests will be at your event. The next decision you’ll need to make is where the party is going to take place. I could write an entire book about this. In fact, many books and publications exist on just this topic. Instead, I will share what I consider to be some main concerns that will help you in deciding.
Besides the aesthetic value of any location, you should consider the following:
Logistics
What’s the “lay-of-the-land” as some put it? Is your location easily accessible to your guests? How about access for your vendors? Are you planning on a “destination” event? Will you have enough room for everyone?
Electricity
Does your location provide it? If so, is it enough power to cover everybody? Remember, there will be a greater drain on the circuits from your entertainment, caterer, decor, lighting to name a few. (I cannot tell you how many times the electricity has gone down, especially in private houses, because of old circuits or not enough circuits and wiring). Take the time to plan this. It is so important. Many events have been ruined because there wasn’t enough “juice”. (I’m not talking about oranges or pineapples).
Parking
Do you need to hire a parking or shuttle service? If your location doesn’t have a parking lot or is remotely accessible, you will need to consider this. You must also consider any extra cost to you as well as your guests.
Weather
If your party is outdoors, find out the forecast in advance. If it is warm, cold, windy, rainy you will need to plan for this. You might need a tent with heating or air-conditioning. They are not inexpensive. Even if your event is inside, make sure the location has the proper climate control so your guests are comfortable. Have you ever attended a party and couldn’t wait to leave because it was too hot or too cold?
I am not trying to scare you here, but, please take a moment to consider these points. I have performed for many years at different places and locations and I assure you these points are overlooked more than you would think. It still surprises me every time because somebody is simply not thinking or planning.
The Staff
When you have considered the preceding, then examine the staff. (You might argue this should be the first, but, without examining the others, you could have problems). I cannot stress enough how important the relationship between you and the people you are working with have in correlation to the “success” of your party. Your ideas, preferences, wishes and needs are either going to be a reality or are going to fall short based on who is in charge and their staff. The better the rapport, the better the party. Period. (Despite their professionalism and experience).
Fortunately, there are experts that will have your best interest at heart and will work to make your event a reality. If you can do this alone, then go for it. But please, do your homework. This will save you much time, aggravation, disappointment and money down the road. Don’t get so involved in your plans and commitments without considering these suggestions.
To reiterate, the first questions to ask are:
1) How many guests do you think will attend?
2) When will the party take place?
3) Where is the party going to take place?
The next chapter will address further questions that will arise. For now, your homework assignment is to answer those three questions and the first “reality-check” question… What is your budget?
Even if you don’t know, and believe me, most people don’t have a clue about what events cost, try to decide some number that is comfortable for you, perhaps, with a little wiggle room. If you have to extend or increase your budget, will you still be okay? Don’t declare bankruptcy over an event you shouldn’t have had. The joy and excitement are gone. You’ll be saying “I can’t wait until this is over”. That’s the wrong way to feel when planning a joyous occasion. It doesn’t make sense (or cents). I know a wedding couple who secured a loan. They needed the money for their wedding. Everyone was expecting a grandiose event. The problem was they couldn’t afford a huge party. I think that isn’t smart. Try to stay within your means.
Okay, next question…what about the food?
Why don’t we just “Let Them Eat Cake”? (No Marie, my guests deserve more).
Most parties you attend (and will give), provide food for the guests. What you serve will depend on the event you are planning.
There are many ways to do this. Some people enjoy preparing and cooking the food themselves. If your event is at a location that allows this (such as your home, office, park, neighborhood) then you could do this. However, here are three reasons not to:
1) The location doesn’t allow you.
2) You are the “sandwich king or queen”, but your specialty ends there.
3) It is too much work to do alone.
If any of these reasons apply to you, then it’s time to call a professional. The caterer.
The Caterer
You have decided to hire a caterer to help with your event. (If your event is at a location such as a hotel, restaurant, country club, banquet hall… these places usually include caterers as part of their services when you reserve your event room). When you have secured any of these locations, then it’s time to discuss what you are going to feed your guests.
Will you be serving them lunch, dinner, brunch, passed hors d’oeuvres or dessert? Perhaps your food will not be served and you will have a buffet-style
