Party planning 101

Planning a party can seem like a daunting task. Whether you're hosting a holiday party, birthday party or dinner party, follow these simple steps to ensure all your bases are covered.

My sisters and I are currently planning our dad's 60th anniversity so this topic seems to be on my mind a lot. If you've new to planning a party, it may seem like a million things need to be addressed. You may be asking yourself: how much food do I need? what should I add to the invitations? What's the timeline for getting things done? When should the invitations be sent? The list goes on. This simple party planning checklist will help you to navigate the ins and outs of your next party and mitigate any party planning stresses that may come your way.

1.Vibe Check & Party Types

The type of event you'll be hosting will determine much of what follows in your party planning check list. Are you planning a formal dinner event or a backyard barbecue? Perhaps you'd like a semi-formal evening with wine and cheese? Simply choose the party type you are most excited about hosting and roll with it. Let this party type inspire you! Here are some key party types you can choose from: costume party, birthday party, block party, garden party, dance party, tea party, cocktail party, dinner party, surprise party, balls, soirée, pool party, fundraising party, graduation party, baby shower, housewarming party, farewell party, after-party, etc. As you can see the list is quite extensive but each type offers a very unique "vibe".

2. Choose a Party Theme

Themes allow us to hone in on menu choices, decor and the overall aesthetic of the party. The theme you choose is completely personal. Themes can include focusing on a specific colour palette or general theme such as a luau, masquerade, murder mystery, 80's party, superheros etc.

3. Select a Date

Setting a date should be one of the first things you do. This will allow you the time to plan accordingly. Tips on choosing a date for an event tend to be pretty straight forward. Weekends are usually best for the majority of guests. For more intimate gatherings, feel free to reach out to your guests and ask them what date works best for them. Use this information to help you decide on a date that works for you and your loved ones. Alternatively, pick a weekend that isn't already packed and make sure you can plan to have some spare time to dedicate to party planning the week leading up to the party.

4. Reach Out to Vendors

If you will be hiring professional caterers or other vendors, you will want to reach out to them before sending out your party invitations to help secure a date for the event. Catering can be a great way to relieve some of the party planning pressure. Here as some common vendors you may like to reach out to: catering companies, live music, DJs, special performers, or bartenders. Be sure to discuss with them your special song requests, menu selections, party theme, approximate number of guests and event timeline so that they can come prepare.

5. Send Invitations

The invitation to your party sets the tone for your event. Try to do your best to match your invitation with the theme and party type that you've chosen. For formal events you may want to print mailed invitations and for more casual events an e-invitation can be just fine. I enjoy and recommend using Canva.com for your e-invitations. They have numerous templates to choose from and can be edited to your hearts content. As a simple rule of thumb, lean on how formal your party will be. The fancier the party, the more elevated and personal the cards should be. The more casual a party, the more lax you can be with the invitations. Here are some key features your should always include in your party invitation:

• The Occasion (birthday, anniversary, baby shower, bridal shower, graduation, etc)

• Date

• Time

• Location

• RSVP

• Dress Code (black tie, cocktail, formal, semi-formal, casual, semi-casual, smart casual, business attire, white tie, festive dress, costume, informal wear, come as you are)

• Include any special attire that guests may need throughout the event. Pool parties require a swim suit, will you be walking through muddy gardens and require rain boots, will you have a fire and ensure guests have cozy sweaters etc.

• Will this be an open bar event, BYOB (bring your own booze), cash bar etc.
  

• Fore kid's parties, be sure to include if it's a drop off event, if parents are also invited or if kids need to wear anything specific (costume, outdoor play clothes, swimsuits etc)

• It can also be helpful to include a few hotel options if guests will be traveling for your event or inform them of alternative sleeping accommodations.

• If you are hosting a dinner party you may like to ask guests to share if they have any dietary restrictions or allergies along with their RSVP.

• Be sure to send out your party invitations 3-6 weeks ahead of your event.

6. Plan your Menu

Like all the other details, your food selection should mirror your party theme and formality. If you are planning a cocktail party, you may opt for beautifully decorated bite size appetizers and charcutery boards, whereas for a sit down dinner you'll have much more options when it comes to your menu selection.

When planning your menu, look for what is in season. This will ensure you get the freshest and best ingredients for your party. Consider how many courses you'll be serving and be sure to find a balance between each dish. It's always best to have fresh options on the menu that will help to balance any heavier dishes like pasta or roasts. You'll also want to consider cocktail and wine pairings with your food selection.

When it comes to the drinks you'll be serving, refer back to your event formality, theme and party type. Drinks can be a fun way to merge party themes. Tie in your theme of a summer Luau with Mai Tais or a Blue Hawaii. Champagne is always a hit for a New Years Eve party. Also consider non-alcoholic options for guests and kids. Will you have sparkling water, sodas or virgin drinks?

The best rule when it comes to party planning is to plan more then you think you'll need- especially when it comes to food. Prepare four of everything when it comes to appetizers and bite size things and about two of everything for larger plates. If you're planning an open bar party, account for 2-4 drinks for every guest per hour of your party.

Allow your RSVPs to inspire your menu selection. Consider any dietary restrictions and ensure that their is something for everyone. Your guests will greatly appreciate your attention to detail.

Make sure you plan your menu and drinks ahead of time so that you can easily see what needs to be added to your checklist as the party date arrives.

7. Make a Checklist

A week or so before your event, make a checklist of all the remaining tasks that need to be done. The more organized and thoughtful you are, the more fun you will have when preparing for the party. Write out everything you need to do before the event and be sure to check things off as you complete each task. Consider your grocery supplies and what you'll need for each dish, appetizer and drink. Take time to do simple food prep ahead of time. Buy and prepare party decor, party favours, music playlists, snacks and servingware. Make sure you have enough plates, cutlery, napkins, placemats for everyone. Clean your home, prepare guest bedrooms, organize your table linens. Make sure you and your family are taken care of too. Do you need to schedule a hair appointment, wash your dress clothes or prepare a few meals ahead of time that can quickly be reheated on the day of the party leading up to your guests arriving. Be sure not to leave everything to the last minute.

8. Create Ambience

Consider how you can bring special touches to your party that will help make your guests feel comfortable and relaxed. Candles are a great touch for any evening dinner party, fresh flowers are always welcoming as part of a tablescape or decor. Scent is another way to set the mood in your home. Play with aromatherapy oils to bring a natural light scent to your home without it smelling too strong. Consider dimming the lights in your home, and playing with the volume of your music. Last but not least, have fun. As the host you set the greatest tone to the party. Be sure to welcome each of your guests with open arms and a smile.