subject: Party Planning for Beginners [print this page] Party Planning for Beginners Party Planning for Beginners
If you've ever planned a party before, you've surely run across a few of the issues we'll discuss in this article. From the big picture (space, time, purpose) to the small details, every event poses unique challenges. With that in mind, we'll be tackling strategies and givingmore general suggestions to help party planners of any size event.
One of the first questions an event planner must ask is "How big do I expect this party to be and what will the turnout be like?" While getting accurate counts is all but impossible, you can get a rough idea from how many people you invite plus some of their friends. When booking venue space always be sure to allow for excess capacity, as partygoers will often text or call their friends to invite them after they arrive. A great way to keep track of these numbers is to require an RSVP. If your event is centered around a performance and you'll be charging a cover, you can presell tickets and cap the number at or near the capacity for the venue. By leaving a few tickets available at thedoor, you ensure that less organized people who are still interested will be able to attend and avoid having to turn people away. You can also give people a guest list spot (also referred to as a "plus one") when they RSVP, thus mitigating the likelyhood that someone won't be able to get in.
Another major issue for the party planner is the programming. What will keep people interested for the duration of the event? Whether it's a performance (musical, dance, interactive/ games etc.) or a showcase (art, film screening, fashion etc.) you'll need at least one centerpiece to ensure that your event is memorable. Larger events will require a multi-faceted approach that gives time in between each exhibition, with a visual piece for guests to appreciate during downtime. Projection and video pieces are perfectly suited to this purpose, as they can be set up and left running on a loop indefinitely. Parties without programming tend to devolve into a hangout session and are less memorable to guests, so it's important to make a concerted effort here. Call your friends who play in bands and DJs to bring your party to the next level. Any music you have at your event should be tailored to the crowd and keep them relaxed and moving for the duration. If you don't know what the crowd will be like, aim to please by playing hits from different eras.
A final mention: If you're worried about turnout, make sure to plan the date so that you aren't competing with ten other huge parties. Strategy is key here: examine calendars, check social networks for what events people are already attending, and time your party appropriately and you've got a better than average chance of getting a great crowd. I can't stress enough the importance of promotion, however. Bands and other performers will have some friends who will fill out the venue, but the job of the party planner is first and foremost to make sure that people are aware of the event and getting excited. Enthusiasm is absolutely essential for this, as is a genuine commitment to making a special night happen. Find something to exhibit,get some local artists involved, and watch your party soar to previously unimaginable heights!
