How to Plan a Birthday Bash

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Categories: How Tos

  • How to Plan a Birthday Bash guides you through the steps of throwing a large-scale birthday party, from finding a venue to hiring a caterer to making sure that everyone sings "Happy Birthday" to the guest of honor.

  • Introduction

    • Whether your husband is turning 50, your best friend is hitting the big 3-0 or your daughter's accomplished year merits extra acknowledgment, you're planning to mark the occasion with a birthday bash. Some birthdays call for a celebratory event more on the scale of a graduation party or a wedding reception than an ordinary birthday party. Follow these simple steps to throw a personalized birthday bash that the guest of honor will never forget.
    • Do you want to plan a small-scale birthday party instead? Check out Mahalo's guide to How to Plan an Adult's Birthday Party.

  • Step 1: Make the Plan

    • To throw a birthday bash on this scale, you must be organized, energized and well-funded. You need to make a realistic plan for throwing a great party without compromising your schedule and financial situation. As you plan the party, start by enlisting help, setting the date and creating a reasonable budget.

  • Enlist Help

    • If your name isn't Martha Stewart, don't even try to pull off this logistically complicated and potentially expensive affair on your own. Enlist help to divide and conquer major party planning tasks. For example: you can handle the guest list, put his parents in charge of booking the venue, charge his best friend with the task of choosing a party band and have his sister find the perfect restaurant to cater the party. This way, everyone involved has a manageable work load.
    • Divide major planning tasks:
    1. Manage the guest list.
    2. Book the venue.
    3. Hire a caterer or restaurant.
    4. Hire entertainment.

  • Set the Date

    • You want to set the date on or near the guest of honor's actual birthday. It seems simple enough, but plenty of conflicts can pop up, so make sure that you follow these steps when setting the date:
    1. Consult the birthday honoree.
    2. Check with her family and close friends.
    3. Choose a date that gives you ample time to plan—you'll need four to twelve weeks.
    4. Choose a back-up date—be flexible to maximize venue and catering options.

  • Create a Budget

    • Unless you've got bucks to burn, ask friends and family to contribute what funds they can to the budget. Once you've determined how much you have to spend, develop a party budget.
    1. Factor in all party expenses:
      1. The Venue - Renting a space that can accommodate the party
      2. Food and Drinks - Hiring a caterer, bartender, deliveries
      3. Entertainment - Hiring a DJ, band or renting equipment
      4. Decoration - Buying flowers, balloons, table cloths
      5. Transportation costs - Providing shuttle or limo services
      6. Additional costs - Paying deposits, insurance, tips, tax and cleaning crews
    2. Use your budget to plan the party so that you don't overspend.
      1. Consult the budget estimate when negotiating with vendors.
      2. If you splurge on one thing, food for example, that means you will have to cut corners somewhere else, such as the entertainment or the venue.

  • Step 2: Build the Guest List

    • Now that you've established the plan, it's time to think about whom to invite to the party. At the birthday bash, the guest of honor should be able to indulge in friendship, love and memories. As the center of attention, he should be surrounded by all of his close friends and family, exciting new acquaintances, amicable co-workers and long-lost friends and relatives—who may travel for the occasion.
    1. Ask the guest of honor to submit an ideal guest list.
    2. Ask close friends who else should be on the guest list.
    3. Invite family members he doesn't get to see that often.
    4. Dig up old friends he's lost touch with.
    5. Add anyone you've missed.
    6. Consult with your party budget.
    7. Remove non-essential guests.
    8. Send a finalized guest list to honoree and close friends and family.
    9. Ask them to double check that no one is missing.

  • Step 3: Send a Save-the-Date Alert

    • Once you've finalized your guest list, give desired guests plenty of warning about the big event. Send a Save-the-Date Alert about two months before the party. You can send paper or electronic save-the-date cards, but don't forget to include the following details:
    1. Name of birthday guest of honor
    2. Date of party
    3. Contact name and phone number
    4. RSVP date

  • Step 4: Set the Party Venue

    • It's time to find the perfect venue for your birthday bash. You need to accommodate a certain number of guests at a certain price, and you want to have an appropriate atmosphere for the party.

  • Research Venues

    • Conduct research to narrow down your venue list.
    1. Ask the honoree about favorite restaurants, hotels and locations.
    2. Think about great party locations you've been to or noticed (private rooms at a favorite restaurant, hotels with lounge-like bars or private rooms, homes for rent).
    3. Ask your friends to recommend party venues they've seen or been to.
    4. Search online:
      1. Search for large venues in your area.
        • This might sound a bit strange for planning a birthday party, but wedding planning sites provide great resources for party planning. Look through these directories at reception venue locations, which are perfect for a birthday bash:
      1. Search for restaurants with party rooms in your area on websites such as Zagat, Dinesite or Opentable.

  • Contact Venue

    • Once you've got a small list of venues, call owners and managers to get the details:
    1. Is the venue available on your chosen date (or back-up date)?
    2. Does it typically host parties like yours?
    3. How much does the venue cost?
    4. What's included with the rental (catering, clean-up, equipment)?
    5. Are there any hidden costs (deposits, insurance)?
    6. How do they handle parking?
    7. What are you responsible for?
    8. Can they provide references?

  • On-Site Visit

    1. Meet the manager or owner.
    2. Consider whether the venue is well-kept and accessible enough for your party.
    3. Assess whether or not the venue size and amenities meet your requirements.

  • Book Your Venue

    • When you find the venue that fits your party, book it.
    1. Inform the owner or manager that you'd like to reserve the venue.
    2. Negotiate the price (remember to consult your party budget).
    3. Provide her with a deposit check.
    4. Draw up a contract and finalize the agreement.

  • Step 5: Send Invitations

    • Once you've secured the venue, send out paper or electronic invitations.
    • Include the following details:
    1. Name of birthday boy or girl
    2. Date and time
    3. Venue name, address and directions
    4. Contact name and phone number
    5. RSVP deadline
    6. Gifting instructions

  • Step 6: Set the Menu

    • Whether you hire a restaurant or a caterer (skip this step if you've rented a private room in a restaurant), you will need to provide a variety of menu items to entice party guests. Before you choose a professional to cater the party, see Mahalo's Guide to Hiring a Caterer.

  • Hire a Caterer

    1. Get recommendations from friends or search a catering directory.
    2. Contact caterers to check availability.
    3. Request credentials and references.
    4. Discuss budget and menus.
    5. Narrow it down to two or three companies.
    6. Sample menu items before you choose caterer.
    7. Draw up a contract, confirming staffing and budget details.
    8. Arrange on-site visit to show caterer kitchen and serving areas.
    9. Check in with caterer weekly until the party.
    • Or

  • Hire a Restaurant to Provide Food

    1. Research local restaurants that the birthday honoree likes.
      • If you don't have something in mind, go online. Search through the restaurant directories listed above in Step 4.
    2. Contact restaurants to ask if they cater.
    3. Get menu and price information.
    4. Ask what equipment (heating trays, silverware) and services (delivery, servers) are included in this price.
    5. Establish delivery or pick-up details.
    6. Get all details in writing.
    7. Periodically check in with restaurant to make sure they're on track.
    8. Rent tables, food warmers and utensils if the party venue or restaurant does not provide.

  • Order the Birthday Cake

    • Don't forget to order the most important item: the birthday cake!
    1. Order a cake in the birthday girl's favorite flavor.
    2. You make have a smaller cake that's presented to the guest of honor, but make sure you order enough cake to feed all your guests.
    3. If you've hired a caterer, check if they can provide cake.
    4. Otherwise, order the cake from a local bakery.

  • Step 7: Hire Party Entertainment

    • Great entertainment is essential for any birthday bash. Keep it simple and focus on having basic, high-quality entertainment. Whether it's the birthday boy's favorite band, a DJ who will spin her favorite tunes, or just an iPod programmed with songs that all of the guests will enjoy, put your best foot forward here. And, of course, if the birthday girl always dreamed of being a star, let her shine with karaoke!
    • Book a DJ/band
    1. Ask the birthday honoree what type of entertainment he or she would like.
    2. Make a list of songs and musical genres that he or she wants to hear at the party. If your friend is a huge The Killers fan, a Jay-Z devotee, or a Steely Dan lover, make sure a few of his favorite songs get played at the party.
    3. If appropriate, seek out local bands and DJs that your friend likes.
    4. If you don't have a band or entertainer in mind, search an online reference directory of local bands and DJs to find one that suits your party.
    5. Interview DJs or bands on the phone and ask them what artists they play.
    6. If you're particular, ask them if they would be willing to adhere to a set list.
    • Karaoke
    • Few things bring party guests out of their shells like singing their favorite songs in front of a crowd. Booking karaoke for your party is easy.
    1. Find local karaoke services. Some companies send package DJ/karaoke hosts.
    2. Call vendors to find out if they have a great selection of songs.
    3. Ask for references.
    4. Book the karaoke host with the best song list and the best personality.
    • Rent a sound system:
    1. Search party directories for local entertainment equipment suppliers.
    2. Pick up equipment or have it delivered.
    3. Learn all features of stereo equipment before the party.
    4. Program an iPod with the guest of honor's favorite tunes and great party music from recent decades, and get ready to have fun!

  • The Week Before the Party

    • As the party approaches:
    1. Check in with all vendors to make sure that they're on schedule and have all of the information that they need (direction, instructions, delivery times, etc.).
    2. Field questions from guests.
    3. Hire a photographer or enlist a friend to photograph or videotape the event.
    4. Purchase party supplies, such as balloons, streamers and banners.
    5. Prepare a toast speech about the guest of honor.
      1. Brainstorm the guest of honor's standout qualities and great moments in his life.
      2. Write a one to two minute speech that includes how you know him, a few examples of his accomplishments, a comment on the current occasion and a complimentary closing.
      3. Practice the speech in front of others until you have the delivery down pat.
    6. Prepare a slide show of photos from different eras of guest of honor's life. You can either include this in a ceremony or run the slideshow throughout the evening.
      1. Gather photos from friends and family.
      2. Scan photos into computer.
      3. Purchase or download reliable slideshow-making software.
      4. Use computer software to create a slideshow.
      5. Rent or purchase a projector or large television screen for the party.

  • Before the Party

    • Right before the party, your job is to follow through with the party plan. Be on-site. Have a charged cell phone and a full list of all vendor and co-planner phone numbers.
    1. Arrive a few hours before everyone else to manage the party set-up.
    2. Sweep through the venue to make sure it's clean and set up properly.
    3. Anticipate vendor arrivals and call anyone who's late or missing items.
    4. Set up or oversee the erection of audio-visual equipment.
    5. Make sure the DJ or band is in place, starting the music, and attentive.
    6. Ensure that the bar and appetizers are set to go when guests arrive.

  • At the Party

    1. Introduce guests.
    2. Make sure that food gets served on time.
    3. Initiate the cake ceremony.
      • Serve the cake after dinner and right before the dance floor takes off.
      1. Gather everyone around a table.
      2. Light birthday candles and bring birthday cake in.
      3. Sing "Happy Birthday".
      4. Cut and distribute cake.
    4. Initiate birthday ceremony.
      • Deliver your toast about the guest of honor.
      1. Find an appropriate moment to politely request the crowd's attention.
      2. When others have had a chance to fill their glasses, hold your drink high in the air.
      3. Deliver toast.
      4. Raise your glass toward the guest of honor.
      1. Gather party guests in front of television or projection screen.
      2. Cue DJ to play appropriate music.
      3. Turn on slideshow.

  • After the Party

    1. Make sure guests get home safely.
    2. Manage clean-up crew, if necessary.
    3. Ensure that all gifts get to the birthday honoree.

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