Hosting a Successful Party

 Hosting a Successful Party

One of the most rewarding feelings is the fulfillment of a well hosted party.  Whether it is a small gathering for a shower or birthday or an extravaganza commemorating a momentous event, the host is critical in ensuring that everything moves fluidly throughout the event.  Realizing the amount of responsibility and time it takes to plan and organize any celebration, we have compiled a  check list and a number of ideas to help you along the way.

 Preparation:  The key to any good party is in the preparation.  Whether it be a big extravaganza or a small get together, using this check list will help avoid often overlooked small details that could lead to disastrous results.   A lot of this may seem like common sense, but we have found that it doesn’t hurt to have a check list completed, if for nothing else your own peace of mind.  We have prepared a separate form called Event Checklist that includes all these items and can be printed off.

 Party Theme – The reason for having the party or gathering is important because it dictates the selection of many items in the preparation process.

Party Size – Knowing how many people will be attending is also a critical aspect of the preparation process.  The following is a list of items to consider based upon this decision.

Preparation – Cost, Size, Facility, Security and Transportation
Budget	The single most important detail is how much and how do you plan to pay for the event.  It is a good idea to go through this checklist first and put a dollar amount next to each item from which you can determine the total cost.
Invitations	Who you will invite will determine size and size is critical.  Also, do you plan to have formal invitations printed by a printer or some other means of invitation.  Remember to include an RSVP date well before the event so that you will know the estimated attendance.
Location	Based upon the original estimated size of the party you will need to determine where you will want to hold the party.  Will it fit in your home or will you need to rent a facility.
Parking	Sometimes where you have the party is dictated by how many vehicles will need to be accommodated.  For example – your home may be large enough to hold the event, but if guests have to park a half mile away or your community has parking restrictions it may not be a realistic option.
Security	Make sure that the facility and parking area are secure.  If it is a big enough event, you may want to notify your local police of what you are planning to alert them of the impact.  A large party can require enlisting a private security service.  People have a much better time if they know they, their valuables and their vehicles are secure.
Animals	If you are holding the party at your home, make sure your pets safe are and secure.  Unless everyone you invite has been around your animals it is a good idea to put them where they will not interfere with your guests or vice versa.
Insurance	Make sure that you have insurance in the event of an unfortunate mishap.  Be prepared.
Hotel Reservations	If your guests are from out of town you might want to provide a list of local hotels for their accommodation.
Transportation & Taxi Service	Make sure all of your guests can arrive and leave safely.  If you serve alcohol, make sure there is a taxi service available for guests that may imbibe more than the law allows.
Valet	An alternative to having the party somewhere else, but when parking is at a premium,  is to provide a Valet Service to park and retrieve vehicles from another location.
Inform the neighbors	As a courtesy, it is a good idea to let your neighbors know what is going on if you have the event at your home.  This goes a long way toward keeping positive neighborly relations (or may not if they think they should be invited and aren’t.)
Child-proofing	If you are inviting children and it is your home, you will want to make sure that the environment is suitable for children and their knack for getting into things is considered and accouonted for.
Babysitter	In the event that the party is not suitable for children, arrange to have a baby sitter for yourself and your guests.  This will definitely help attendance.
Directions / Maps	A clear concise map with directions is essential for those that are not familiar with the location of the party.  It's a good idea to send these out with the invitation even to those you think may know where it is going to be held.

The Party – Food, Drinks and Essentials Depending on the event, the following is a check list of items that you will need to consider
Food – Your Grocery List	□ -  Appetizers □ -  Buffet □ -  Candy □ -  Cake/Desserts □ -  Caterer □ -  Favors □ -  Ice Cream □ -  Salty snacks
Drinks & Refreshments	□ -  Bartender □ -  Beer □ -  Coffee/Tea □ -  Liquor □ -  Ice □ -  Punch □ -  Soda Pop □ -  Wine
Accessories	□ -  Charcoal/fluid □ -  Linens □ -  Matches □ -  Napkins □ -  Serving stations □ -  Tableware □ -  Propane (for BBQ) □ -  Toothpicks
Decorations	□ -  Balloons □ -  Banner □ -  Confetti/Glitter □ -  Flowers □ -  Streamers □ -  Welcome Sign
Facilities & Accouterments	□ -  Ashtrays □ -  Bug Spray □ -  Candles □ -  Centerpiece □ -  Dance floor □ -  Easel □ -  First Aid Kit □ -  Gift table □ -  Lighting □ -  Message Book □ -  Restroom check □ -  Seating chart/cards □ -  Sign-In Board □ -  Traffic flow (indoors) □ -  Trash Cans
Entertainment	□ -  Band □ -  Caricaturist □ -  Clown/Juggler □ -  DJ □ -  Film □ -  Games □ -  Gifts □ -  Helium Tank □ -  Magician □ -  Music □ -  Photographer □ -  Prizes □ -  Sound system □ -  Video tape □ -  Video Recorder
Afterwards	□ -  Carpet cleaner □ -  Garbage □ -  Thank You’s

It is our hope that you have a successful event.

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