Planning a milestone birthday party is a lot of fun, but can also require a daunting amount of organisation. If you are planning a big event, i.e. 30+ people, it’s recommended to start making an event checklist, booking suppliers and having a clear event plan as soon as possible. If you’re not sure where to begin, here is our list of the top five things to get on top of for planning your special occasion birthday party event.
1. Decide on and book the venue early
The most popular time to host a birthday party is on a weekend, and the favourite venues will book out early. Whether you want to host your event at home, in a community hired space or perhaps at a local bar or restaurant, the sooner you have your venue locked down, the easier it will be to move on with planning the rest.
Most venues will have either a venue hire fee for exclusive use of the area, or otherwise may require a minimum spend to have a separate area privately reserved.
2. Make a list of what you have, and what you’ll need to hire
Once the venue is sorted, you’ll be more informed to start scoping what else you’ll need as part of your event. For example, if your party event is being hosted at home or in a DIY space, you’ll need to consider booking table and chair hire, marquee hire (if outdoors), audio speaker sound systems and lighting if required.
If you’re also going to be doing your own catering or food and drink provisions, hiring glassware, crockery and table settings will also need to be included on your list.
3. Send out your invitations with at least 3 weeks notice
There’s a few reasons to get in early when sending out your invitations. Firstly, if you want people to come, the most notice you can give them to save the date, the more likely they’ll be able to attend. Secondly, once you know how many guests are confirmed, you’ll be able to plan for this accordingly.
Facebook events are an easy way to keep track of RSVPs, and Facebook is also handy that it will remind your guests that your event is coming up.
4. Plan the menu and catering
Drinks are easier to organise at the last minute, or you may ask your guests to pay for themselves – however food usually requires more preparation time.
If your event is at a restaurant or bar, they will usually have a food menu that specifically caters for events that can be purchased in quantity amounts or as a pay per head option.
For a more relaxed party atmosphere, hosting a BBQ is always a popular, easy to organise and a great choice for day time events. Commercial BBQs (available for hire here) are the most efficient way to feed a crowd, as the food will be much faster to cook. A 9kg gas bottled which is fully provided can last between 6 to 8 hours of cooking time. The flat plate burner is 1metre long, so you’ll be able to have plenty of food cooking at once to be able to feed everyone around the same time.
5. Don’t be afraid to ask for help!
The old saying “many hands makes light work” is very true, and very appreciated when it comes to big event planning. You may even be surprised at how willing friends and family are to chip in and help you plan your special birthday. It can be a great excuse to spend a bit of extra time together, and have some fun in the event planning and organising!