Where to start? Are you excited? You have just been given the challenge of planning the perfect event! And more than likely, you have no idea where to start. Whether you are planning a backyard birthday party, holiday party, church event, company picnic or a post prom, event planning does not have to be stressful. It can even be fun!
Step 1 Plan your Budget The first thing you have to know is how much money you have to spend. Then you can plan your budget for different parts of your event. Once you decide on your total budgeted amount, work within it. It is no fun to be running way over budget weeks before your party. You will need to divide your budget between the following categories.
Invitations- If you are sending out regular invitations do not forget the postage cost.
Venue- There are many different types of venues. Ask about any additional fees besides the actual rental fee. (Cleaning fees, etc.) A venue that includes tables & chairs could ultimately be cheaper than an empty hall where you have to rent everything from an outside source. If you are having the party at home, remember to include the cost of any equipment you will need there also like tents, tables and chairs.
Food- After planning your menu, make a complete list of recipes and needed items to add to your budget. If you are using a caterer, talk to two or three different ones. Tell them what your vision is, and see what they suggest. Also, give them your budget for food up front so they will not waste your time suggesting things that you do not want.
Drink- Do not forget to add in the cost of ice, cups and other extras.
Extras- Anything extra you might need to purchase for your event.
Décor- Any decorations needed; lights, flowers, candles and props
Entertainment & Activities- Games & Activities, either rented or coordinated by others.
Music & Entertainers- DJ, Band, face painters, caricaturist, magician
Favors- think cheap; try to keep it under $1.00
Emergency Fund- IMPORTANT- Before you even start, set 10% of your total budget aside for emergencies.
Step 2 Pick a Date In many cases the date will be picked for you. If not, think of your work and personal schedule as you plan. Also, consider holidays where people might be out of town.
Step 3 Choose a Theme Themed parties are always fun and if you use a theme it makes it much easier to tie in food/decorations etc. There are so many themes you can use that they are only limited by your imagination. Here are some samples: Mexican Fiesta, Mardi Gras, Key West, Tropical, Western and Casino Night
Step 4 Pick a Venue There are so many places you can hold your event. Home, a church hall or a specialty location This can take up a huge part of your budget so shop carefully. If you are using a venue that is furnishing napkins/table settings and other items, ask to see them to make sure they meet your standards.
Step 5 Make out your Guest list
Ok, now that you have done all the basics it will be SO easy to plan that perfect party.
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