Jul 22, 2024 2 min read

Party Planning 101: Your Ultimate Guide to Creating Memorable Birthday Parties

Guest post by Joe Dolman

Birthdays happen all year round and it's always the right time to start planning that special day. Whether you're hosting a small or big bash we're here to share our top tips for planning a birthday party. It's all about thinking outside the box, using your contacts, being flexible and creative.

1. Find a Unusual Space

Think outside the box to find a unique space, a car park, the office rooftop, the loading dock, the park across the road. Your caterer can then help turn the space into a party venue. Caterers know how to operate with no power and water in the most remote of locations. The uniqueness of the space, combined with clever lighting and well chosen (cost effective) "wow" props will get people talking.

2. Interactive Menus

A themed food station manned by a chef can be the talking point of your event. Benefits include:

A limited menu means less prep than a canapé or plated menu, less labor and equipment costs.
A food station takes the focus off the overall space, so you don't need (and can't afford) to fully decorate the area.
Food stations offer theatre where guests can see their meal being prepared and interact with the chef.
The style of service is casual and encourages guests to relax, step out of work mode and interact.

3. Personalise Your Package

Limit your beverage package by offering a signature cocktail rather than a full bar. This will personalise your event and save on glassware and equipment.

A good caterer will work within your budget to create a menu that will wow your guests without breaking the bank. A menu can be designed to include a more budget friendly cut of meat and seasonal produce that when prepared the right way will have your guests drooling. For example a slow cooked beef rib can be a cost effective alternative to eye fillet.

5. Find Suppliers Who Are Solution Finders

A good supplier will work with you to find alternatives to suit your style of event and budget. For example, suggesting you use padded chairs with a cover as a cheaper alternative to a Tiffany chair.

6. Learn to Negotiate… There's No Harm in Asking (Nicely)

Everything is negotiable; you just need to learn how to ask and for what. Caterers, venues and suppliers still need to make a profit but there are definitely ways they can add value to your event. Caterers' profits come from food and beverage sales – staffing and hire equipment costs are what it takes to deliver your event safely and professionally. Respect their costs and ask for advice on cost effective alternatives.

7. Build Relationships

If you have a tight budget for one event and other projects on the horizon, create synergy across multiple events which will be more attractive to your supplier.

8. Project Planning

Allocate the party planning to an existing staff member or get help from your caterer. Caterers have the expertise and knowledge to help with the planning of your event, not just the menu or they can refer you to a suitable supplier.

9. Dates

Mid week (Wednesdays, Thursdays, Fridays) is party time. If you can be flexible and go earlier in the week you can negotiate more.

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