Picture Perfect Party Planning

Have you ever considered having a big party but don't know where to start? It seems daunting and can be if you have not done it before or don't have the right help.

Over the past weekend, May 8, 2010, I hosted 150 guests at my home in Bishop for a fundraiser for the organization, Altrusa of the Eastern Sierra. The organization raises funds to help children and young adults with literacy. A noble cause! The ladies of the organization planned the entire party with separate teams taking on all the tasks, but there are some simple key items to do before you tackle a party such as that one.

The first question would be the guest list, invitations and RSVP notes. Make sure you give people enough time to plan to return the invitation so that you can purchase the correct amount of food and beverages.

Along with the guest list, make a long list of tasks to be accomplished beforehand in order to have everything prepared, so that you can enjoy yourself fully. That's an important part of a party!

I did months of yard work to have a picture perfect garden for the event. Starting with raking months ago, reseeding, mulching and aerating the lawn. Planting annuals and hanging flower baskets as well as cleaning the outside of the house including the walls, plants and windows. Just a few details to get the “Party started”.

Good help to begin with, either caterers, set up/take down team or general assistance. A list of everything you need should be the start of any good party. Here are some suggestions:

• Guest list
• Food and Beverage
• Serving equipment, such as coffee makers, chaffing dishes, dishes, utensils, serving utensils
• Clean up tools like brooms, dust pans, rags, sponges
• Fire extinguishers and insurance
• Parking
• Parking attendants or Valet
• Greeter
• Coat check
• Gift table
• Lighting for outdoor events that is suitable to the theme and safety of the guest
• Alternate plan for weather
• Tents, floors
• Signage
• Restrooms and/or porta -potties
• Heat lamps for outdoor parties
• First Aid kit
• Emergency numbers for Doctors, fire or police
• Entertainment
• PA system
• Floral designer
• Event decorator
• Guest book
• Shade (for outdoors)
• Take away gifts
• Place holders
• Tables and chairs
• Linens

This is just a general outline for most of the details that are needed for a large party.

During my recent party, a few modifications were needed to be made during the event, so be flexible.

The day started out being moderately warm and enjoyable. The tables were set up around the pool, 17 in all with 8 chairs each. Mid way through the party as all the tables were set individually by the hostess at each table, the temperature began to rise and my decision to move some of the tables mid party saved some from having a heat stroke! mid day was over 80 degrees (sorry Mammoth) so we were able to pick up the entire table, set up minus the stem wear and get some relief. Umbrellas would have solved the problem, but you never know about the wind either. It was fun and shook up the party a little to add to the animation. Everyone was relieved to get in the shade and the party carried on in style.

The planning is the most important part of having a successful party and having really great help.

We all had a wonderful time at last weekend's event and money was raised to help children and promote literacy.

It's a joy to share and help the community in which we live. I enjoyed meeting new and seeing old friends.

I hope these tips will be helpful to some of you in some form even if it's just a reminder for a few details for an intimate dinner with friends.

Enjoy!

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