The head of your organization comes up to you with a clipboard and a simple request: plan the family fun party this year to raise money for community events and outreach programs. Sounds easy to do, until you sit down and stare at the blank piece of paper on the clipboard that doesn't have any type of instructions or guidelines to follow. Where to start?
Step 1: Hash Out The Logistics
Before making flyers or sending out invitations, you need to understand the logistics of the party. What type of party will it be? Will it strictly be a sit-down event? Will you have fun games and bounce houses for the kids? Will you be showcasing local talents and musicians in the neighborhood? Is this an invitation-only event or can anyone attend?
Understanding the type of party you are going to have allows you to narrow down the choices on what you will need to throw the perfect event. Once you decide on the type of family party, then you can decide on what types of games and entertainment to have there based on your budget and what your guests will be interested in, according to The Better Life Project.
Ask yourself questions to narrow down the logistics of the party. Try to answer the three following questions:
- Where will the party be located?
- What is the goal of the party?
- How long will the party be?
You'll be surprised at how your answers will help to plan your party. Determining the location will help you decide on how many people can attend. Knowing what the goal of the party is will help you figure out what games and special activities to set up. Understanding how long the party will be allows you to figure out how much food and beverages you need.
Step 2: Budget For The Party
Having grand ideas about the party doesn't always work out as planned if you don't consider the amount of money you have to spend. Cutting out activities, food and other items from your party will happen. So don't feel bad if you can't invite the circus act but can have the inflatable jumper to entertain the kids. Sit down and write out a list of all the things you will have to pay for to host the party. A rough list of things to consider:
- Venue rental
- Equipment rental
- Decoration costs
- Food costs
- Set-up/clean-up costs
Add and subtract additional things to the list based on the party. Shop around for the best prices and compare quotes so you are getting the best deals for your money.
Step 3: Create A Party Timeline
It doesn't matter if you are hosting a small party event or a large community fair, creating a party timeline is essential to keep events and activities moving forward without confusion. Place activities, games, special events and dining in sequential order based on the time it will start and end, according to the National Stroke Association.
By using a time sequence, you can better delegate activities and events. People who will help to host the party can know what will be happening at a certain time, keeping the party flowing smoothly forward. In addition, the timeline also helps out family parties where there will be some type of live entertainment since many musicians, clowns, and other local entertainers will book several events in one day. You want to have the person perform their full act for your guests without having the entertainer rush through this event as they are trying to get to their next party on time.
Try These Three Easy Steps To Have A Great Party
Planning a party doesn't have to be frustrating or a hassle. With careful planning and consideration concerning your budget, you can create the perfect party that everyone will enjoy.
… written by Michael Marks - a writer and economic development expert for Southern CA, he lives in Downey and is married with three children.