Imagine you are ready for a great party, from drinks to music everything is perfect. Suddenly in no time, you run out of drinks, what an embarrassing moment it will be! It almost happens with everyone. This is all because you are not aware of the rules and regulations required for organizing a wonderful party. If you want to avoid this, then you need to know a few rules especially when you are planning big parties such as graduation parties or milestone parties. We came to know what is required to organize a party after interviewing the great party organizer Silvio Muller.
There is a lot of difference in organizing big parties and small parties. However, there are times when even a small party is filled with large gatherings. It is true, whether it is a small party or a big party the effort required to make a party successful is similar in many ways. You need to send invitations to the guests, search a perfect venue for the event, buy sufficient drinks, and organize music and DJs so that the guests enjoy the party. Many people still believe that organizing a party is very easy, but it is not. You need to have proper knowledge and experience in organizing a party. Here are some of the tips that will help you in organizing a successful party.
1. What should be in your mind when it comes to decoration and lighting?
This is a very important point as decoration plays a very important role in making your party more exciting for your guests. The lighting system depends upon the type of party. There are some parties where there is nothing more than a stroboscope and a frog machine. For some people, there is nothing like a budget so they spend lots of money on expensive LED systems. Just one thing to keep in mind is that all this arrangement should be up to the mark as per your expectations. You can buy wholesale party decorations to get them at cheaper rates.
2. When you should start preparations for the party
The preparations totally depend upon the size of the party you are organizing. For big and grand parties the preparations should be started one year prior. Whereas small parties require about six months for preparation. Sudden private parties and parties on open land can be organized within 48 hours of time. If you want to hire the best DJs for your party then you should offer your request well in advance in case they are busy at the time of your party. Before starting your preparations, never forget to calculate the costs. If it is your first organizing party then it is better to start the preparations early. You need to start shopping for basic stuff like decorations, food, guest list, etc. You can buy wholesale balloons and other decorations. If you suddenly run out of cash you might consider getting a small loan from places like CashFlex, for example.
3. What exactly should be in your mind while choosing the venue
Most of the parties are based on the basis of door or bar deals. The door deal means all the money is taken by the organizer whereas in the bar deal all the money is taken by the owner of that particular club. The venue should be able to influence everyone and must also have regular visitors. If the venue is next to a great and known place then it becomes easier for the organizer to address its location. Choosing new locations is a challenging task and needs hard work but in the end, it will pay off better because selecting a new venue attracts more guests. The party’s location and transportation of the guests to and from the venue are very important as you want your guests to reach back home more safely and conveniently. Once the venue is decided, the contracts are drawn and dates of the events are decided. Also, rent, cost of security, sound and lighting systems, cleaning as well as the license fees are decided. How long the party will exist depends on the guest and the quality of music and the service you provide. Events based on electronics require good quality of the sound system. If the quality of music is not loud and clear any electronic party will be a grand failure. The same procedure goes for the lighting system. If you are planning to rent a high-quality soundtrack system, first you should take the advice of professionals and check the price.
4. Finding the best DJ
DJ is the most basic and fundamental thing at a party. If you do not have any knowledge about this, then you should not organize the event at all. You should not only think about your own favorite songs and artists. You should be a little more open-minded and need to have a rough idea about which type of music is in the hit list of demand. There are lots of artists but only a few of them are able to create a long term status. This is how the best DJs are selected.
5. Decide when to send out invitations
The best time to start the promotion of the event is when 6 to 8 weeks are left for the event. However, some organizers try to make the event a ‘surprise factor’ and do not promote the event until 24 hours left for the event. Depending on the types of people, the promotion of the event must be considered carefully. Many organizers use methods such as a mix of flyers, create posters, ads in magazines, online newsletters, and online portals, etc for promoting their events. The theme and a suitable motto for the party plays a very important role. If the venue of the event is a new place then you should provide directions. Many organizers make full use of social media sites such as Facebook and myspace.
6. What is the party about? Which drink you should offer? How much you should calculate per person?
There are often instances at some parties where the drinks were sold out in no time. If you do not offer drinks then the guests become bored and check out the party. The best way to get rid of this is to buy goods on commission and order more rather than ordering less. Try to do research on which drinks are more profitable and bring maximum turnover.