Our Guide to Stress-Free Party Planning
Party Planning can often feel like a daunting and overwhelming task. With so many factors to consider, where do you even start?! Feel Good Events has you covered. We’ve put together this step-by-step guide to help you through the party planning process. Additionally, we have included links to help you find inspiration, reliable suppliers, and more. With our assistance, there’s no reason why the planning process can’t be just as fun as the party itself!
Step 1: Hire a Party Planner
First things first, you need to decide if you want to hire a party planner or handle everything yourself. Hiring a planner can be pricey, but they can alleviate so much of the stress that comes with organising a party! By doing so, you’ll not only save time, but you’ll also benefit from potential discounts on suppliers and access to trustworthy businesses that your party planner has previously worked with. Still not convinced? Here are 7 Reasons Why You Should Hire a Party Planner.
Feel Good Events has a team of experienced party planners who are committed to helping you throw the most memorable party of your life. Get in contact to get started!
Step 2: Create Your Guest List
Creating a guest list should always be one of the first things you do as everything else is determined by it. The number of people you invite will determine the size of the venue you need, how much food and drinks you need, how much furniture you need, how much your party will cost and so much more. In most cases, the suppliers you use and the cost will all be determined by how many people you plan to invite. Even if you have a general number to start with it will make things a lot easier when get quotes for everything mentioned above.
For more tips on creating the perfect party guest list, check out this post!
Step 3: Choose a Date/Time
The next step is to decide when your party is going to be. Picking a date as early as possible will give your guests plenty of notice to RSVP and mark their calendars. When you’re selecting a date, try to steer clear of busy times of the year like Christmas, New Year’s, and public holidays – not only will your guests likely have other plans, but finding an available venue will be like finding a needle in a haystack.
It’s also a good idea to have a few different date options in mind. This way, you can ask your nearest and dearest if they’re available and choose the date that works best for everyone. After all, what’s a party without your favorite people there to celebrate with you?
Step 4: Research and Setting a Budget
Let’s face it, throwing a party can be expensive and costs can add up fast if you’re not careful. That’s why setting a budget is absolutely crucial from the get-go. In order to set a budget you need to do your research first as you may be surprised what party suppliers cost. Once you have got general quotes for everything you need you can then determine how much you really want to spend on each area. A detailed budget will help you figure out exactly how much you can afford to spend and on what. Plus, it’ll keep you on track and prevent you from overspending!
Here are some suggested percentages to help you divvy up your party budget:
- Venue hire: 20-30% (more if catering is included)
- Catering: 20-40%
- Beverages: 10-20%
- Decorations: 5-10%
- Invitations and party gifts: 2-5%
- Photography/Videography: 2-5%
- Transportation: 2-5%
- Party hire products (if needed): 2-5%
- Miscellaneous (e.g. parking, permits, party planner): 2-5%
Of course, these percentages are just a guide – you can adjust them to suit your own needs and preferences. And don’t worry if you end up going over budget – 93% of party-throwers we surveyed were happy they did so in the end. So, go ahead and splurge a little – your guests will thank you for it!
Step 5: Choose a Venue
Choosing a party venue is the next step in the planning process. Venues can book out months, sometimes even years, in advance so it’s good to get in early, especially if you already have one in mind! Once you have an idea of who you want to invite to your party and when it’s going to be, get your venue locked in. There are several factors you need to consider prior to choosing a venue – check them out here.
Need help finding a venue? Check out some of the best directories for finding the perfect party venue!
You can also check out our Venue Spotlights page for more inspo!
Step 6: Choose a Theme
Now that you’ve got your budget sorted, date locked in, and venue secured, it’s time to add some excitement to your party with a killer theme! Choosing a theme can turn an ordinary party into an unforgettable experience that everyone will be talking about for months to come. Themes spark creativity and allow you to transform your space into a magical wonderland that will leave your guests awestruck.
It’s important to choose your theme early as it will have an impact on a lot of factors. Your theme will dictate how you decorate, what furniture you need, the dress code, and more. Long story short, the earlier you pick your theme the better! This also means you will be able to communicate it to your guests and give them plenty of time to prepare. They won’t have any excuses to not dress up!
Don’t know where to start? Don’t worry, we’ve got you covered! Check out our awesome themes page for endless inspiration to take your party to the next level.
Want even more ideas? Check out PartySlate’s list of 23 unique party themes for 2023!
Step 7: Book Your Suppliers
Like venues, vendors and suppliers can book out quite far in advance. This means get in early! The type of suppliers you need will be dependent on the type of party you are having and your budget. If you’re having a small, casual party, you probably only need one or two suppliers. However, if your party is bigger, you might need a whole list of suppliers to help you out.
Suppliers you might include are:
Step 8: Invites
It’s time to send out your invites once your date, theme, venue, and guest list details are confirmed! Depending on your budget and the occasion, there are different ways to invite your guests. Keep it simple and cost-effective by using social media, or go old-school and send out physical invitations! Regardless of your choice, ensure to include all relevant information such as the date, time, location, theme, RSVP details, dress code, and any other important information. Are kids allowed? Can guests bring a plus one? Once you’ve included all the necessary details, your invites are ready to go!
Check out some of our favourite invitation and signage suppliers:
When it comes to sending out your invites, we recommend doing this about a month before your party date. This gives your guests plenty of time to RSVP.
Step 9: Decorating
Ready to take your party to the next level? It’s time to decorate! No party is complete without some festive decor and styling, so don’t skip this essential step.
There are plenty of ways to decorate your party, depending on your budget and personal preferences. You can get creative and DIY everything from scratch, or you can hire items and set them up yourself. If DIY product hire is what you’re after, check out Party Hire Group. Alternatively, for a stress-free experience, hire a full-service decorating company like Feel Good Events, and let us handle everything!
Feeling stuck for inspiration? Don’t worry, we’ve got you covered. Turn to social media platforms like Pinterest, Instagram, and even YouTube, to find the latest trends in party decorating. You can also check out websites like PartySlate for more ideas and inspiration.
Step 10: Entertainment
No party is complete without entertainment! Keeping your guests stimulated is key for creating a good party energy and a memorable event, so consider choosing different types of entertainment. Whether you want a DJ to blast some tunes, or a live band to jam with the crowd, the options are endless. But why not take it up a notch? Hire some dancers and let them ignite the party with their jaw-dropping moves! Our friends at Entertainment Dance Creations are the experts in this game.
Still can’t decide? Check out our pros and cons of hiring DJs versus live bands. And for more ideas to level up your party game, consider hiring magicians, comedians, or other roving acts that will leave your guests in awe. Find your perfect entertainment match here!
Final Step: Have the time of your life!
Now that all of the preparation and hard work is done, the final step is to have fun and enjoy the party! Grab a drink, hit the dance floor, and dance the night away with your friends and family!
So there you have it, our step-by-step guide to planning the best party of your life. As you can see, there are so many factors that go into planning a party. Every party is unique and the planning process may differ, but hopefully, this has given you a good indication of where to start! One of the most important takeaways from this guide is to be organised and start early. By using these steps as a guide, you’re well on your way to throwing the party of the year!
Get in contact with the team at Feel Good Events to start planning!
