Planning Your Party
From first Thought To Final Presentation

By Caryn Hasslogher
Photography Janet Rogers

Planning a party, a gathering or event requires a host of considerations to ensure you cover all the bases.  Party time is fun and, like most things in life, will run smoothly if planned properly. Here are ideas you may want to consider when you are planning your next soiree.

Planning tips:
   •       Are there goals for this party or gathering? 
   •       Establish the reason you are celebrating.
   •       Create your style of celebration by adding special and unique touches.
   •       Choose your venue.
   •       Plan your guest list well.
   •       Create your menu or work with a culinary professional.
   •       Include beverages to complement the menu and theme of party.
   •       Consider professional assistance for staffing, menu preparation, catering or event coordination, if needed.
   •       Your invitation should convey the style of party as well as time, date, location and RSVP information.
   •       Plan for valet parking, if needed.
   •       Choose entertainment to complement the party style.
   •       Incorporate florals or party design ideas.

Purchase:
   •       Invitations: Allow 6 to 8 weeks if ordering invitations. Mail 3 to 6 weeks in advance. A “Save the Date” is a great way to let guests know a special invitation is to be expected.
  •      Venue: If choosing a setting other than your home or business, you will be    required to have a contract with the venue.  Such a location will have a contract that spells out all specifications you must consider. These considerations may include:

Menu:
Have fun with your menu -- it is what people will remember, along with the special touches of presentation and specialty drinks or beverages you serve. Order early if you are including items that are hard to find or special-order items. If you are preparing the food yourself, plan a timetable for early preparation to give you time to enjoy your guests. Choose items that can be prepared ahead. 

A stress-free solution is engaging a caterer or chef to assume these responsibilities. Serving and bartending assistance allows you to be a guest at your own party. It relieves you of last-minute preparation plus the cleanup after your guests have left. 

Plan a mix of menu items appropriate to your event style, time and length of your party. Provide healthy options.

For an evening event, dinner or heavy hors d’oeuvres are appropriate if your event is planned around the dinner hour. The exception to this is a gathering between 4:30 and 6 p.m., when lighter fare can suffice.

Gatherings between 11 a.m. and 1 p.m. indicate a luncheon of some type.

Early morning gatherings should include breakfast fare.

Remember, your guests will assume sufficient food is being served unless your invitation indicates “light snacks or hors d’oeuvres.”

Your gathering of friends or associates is your opportunity to make your guests feel welcome. Let them know you appreciate the time they share with you by providing lots of menu options.

Presentation:
You have planned your event; you have purchased or contracted the food, flowers, beverages and entertainment for your event. You have prepared the food or seen to all arrangements; now the hour is at hand for your guests’ arrival. Greet them upon their arrival, enjoy the lovely setting, and relax as you visit with friends or acquaintances.

Planning a party, a gathering or event requires a host of considerations to ensure you cover all the bases.  Party time is fun and, like most things in life, will run smoothly if planned properly. Here are ideas you may want to consider when you are planning your next soiree.

Planning tips:
   •       Are there goals for this party or gathering? 
   •       Establish the reason you are celebrating.
   •       Create your style of celebration by adding special and unique touches.
   •       Choose your venue.
   •       Plan your guest list well.
   •       Create your menu or work with a culinary professional.
   •       Include beverages to complement the menu and theme of party.
   •       Consider professional assistance for staffing, menu preparation, catering or event coordination, if needed.
   •       Your invitation should convey the style of party as well as time, date, location and RSVP information.
   •       Plan for valet parking, if needed.
   •       Choose entertainment to complement the party style.
   •       Incorporate florals or party design ideas.

Purchase:
   •       Invitations: Allow 6 to 8 weeks if ordering invitations. Mail 3 to 6 weeks in advance. A “Save the Date” is a great way to let guests know a special invitation is to be expected.

   •       Venue: If choosing a setting other than your home or business, you will be    required to have a contract with the venue.  Such a location will have a contract that spells out all specifications you must consider. These considerations may include:

 Additional fees related to food and beverage services, security, on-site management fees, etc.

Menu:
Have fun with your menu -- it is what people will remember, along with the special touches of presentation and specialty drinks or beverages you serve. Order early if you are including items that are hard to find or special-order items. If you are preparing the food yourself, plan a timetable for early preparation to give you time to enjoy your guests. Choose items that can be prepared ahead. 

A stress-free solution is engaging a caterer or chef to assume these responsibilities. Serving and bartending assistance allows you to be a guest at your own party. It relieves you of last-minute preparation plus the cleanup after your guests have left. 

Plan a mix of menu items appropriate to your event style, time and length of your party. Provide healthy options.

For an evening event, dinner or heavy hors d’oeuvres are appropriate if your event is planned around the dinner hour. The exception to this is a gathering between 4:30 and 6 p.m., when lighter fare can suffice.

Gatherings between 11 a.m. and 1 p.m. indicate a luncheon of some type.

Early morning gatherings should include breakfast fare.

Remember, your guests will assume sufficient food is being served unless your invitation indicates “light snacks or hors d’oeuvres.”

Your gathering of friends or associates is your opportunity to make your guests feel welcome. Let them know you appreciate the time they share with you by providing lots of menu options.

Presentation:
You have planned your event; you have purchased or contracted the food, flowers, beverages and entertainment for your event. You have prepared the food or seen to all arrangements; now the hour is at hand for your guests’ arrival. Greet them upon their arrival, enjoy the lovely setting, and relax as you visit with friends or acquaintances.