Summer is a season of many celebrations; Father’s Day and Fourth of July, of course but also graduations, weddings, family reunions and so much more.  Are you ready for company?  Before you commence power washing the deck, sprucing up the garden and buying new cushions for the patio furniture, consider these professional party planning tips to ensure a successful celebration:

Create an Experience, Not Just a Party.

This advice is the first tenet of party planning.  Parties and celebrations are experiences that engage your guests’ senses.  Therefore, consider what they see, hear, smell, taste and touch when they attend your celebration.  For example, guests arriving at your annual family reunion may smell the hickory smoked BBQ the moment they get out of the car; hear music and laughter coming from the deck; see a clear blue pool; feel an ice cold beverage; and eventually, taste the outstanding dinner that you have prepared.  The culmination of these senses creates an impactful experience, an enjoyable one at that!

Define the Budget.
Before you coordinate one detail, determine how much money you will invest in your party.  Consider the number of guests; location, start time and duration of the party; types and quantities of food and beverages; decorations and entertainment. A good rule of thumb is at least half of your budget will be spent on food and beverages.

Request an Invitation Response.
I’m convinced that not many people know what RSVP means; therefore, when inviting guests to your party, ask them “to please respond to my/our invitation by [date]”, or “Say you’ll join me/us by [date]” for more casual celebrations, and then, provide them with a phone number and email address.  Further, establish your response date at least one week out to finalize food and beverages, seating and other logistical plans.

Plan your Menu Accordingly.
If you are hosting a party during breakfast, lunch or dinner, then you must serve breakfast, lunch or dinner; your guests will expect it.  If your budget and or seating options are limited, then schedule your party before or after a meal.  For example, it’s perfectly acceptable, and highly encouraged, to host a cocktail party with light refreshments in the afternoon or with desserts later in the evening.

Interactive Entertainment
The heart and soul of any party is the people who attend.  When they are having fun, the party is perceived as fun.  Plan for fun by providing interactive entertainment that encourages guests to mingle, move around and participate in the party.  Good examples of interactive entertainment are casino tables, game shows, murder mysteries and even a variety of lawn games (from croquet to volleyball).

Minimize Risk.
Sure accidents happen but they might be avoided with a little forethought! Some suggested risk reducers include hiring a bartender to monitor beverage consumption; designating a driver and or researching a local taxi company; taping down wire (speaker wires, for example); having a First Aid kit; keeping candles, grills and fire pits out of reach from young children; providing sufficient outdoor lighting for evening events; selecting a shaded area for outdoor events; providing sunscreen, bug repellent and hand wipes for outdoor events; and lastly, serving plenty of water.

Above all, Delegate!
Regardless of size, parties require the coordination of many details and sometimes, it’s a very overwhelming process.  When planning a party, consider what you can reasonably do and find a resource for everything else.  For example, if you love to bake, then make dessert and hire a caterer to provide remaining food and beverages or purchase prepared food from your local restaurant or grocery store or be specific when guests ask “what can I bring?”  With so many options, you may save your Super Woman persona for another occasion!I hope these professional planning tips help you plan the best summer party yet!

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Ashleigh Dorfman, CSEP

Ashleigh is a certified special events professional and owner of posh parties, LLC, a party planning company specializing in themed social and corporate parties and celebrations.  She lives in Reston, VA with her husband and three children.  This e-mail address is being protected from spambots. You need JavaScript enabled to view it