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If the party is to be a surprise, it is important
to have a private phone number where caterers, entertainers, and DJs
can call to confirm times, locations, and answer any questions you
may have.
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It's a great idea to have a theme for your party!
This will help your guests in gift selection and appropriate attire
for the party. Some theme ideas might include Sock-Hop, Hawaiian,
Sports, Broadway, Circus, Mexican Fiesta, Costume, etc.
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When sending invitations, be sure to mail them 3-4
weeks in advance. Be sure to include the attire/theme, food selection,
times, whether gifts are appropriate, RSVP number, indicate if you
must be 19 or older, and directions. If planning for a children's
party, indicate pick-up time.
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If you are hiring a professional caterer, ask for
references, cancellation policies, deposits (refundable or not), and
staffing. A source for professional caterers is the National Association
of Catering Executives, and the International Caterers Association.
As well, check with wedding coordinators, local halls/facilities,
and word of mouth.
- When deciding on a location for your
party, keep in mind:
Parking Needs
Approximate Number of Guests
Dance Floor (these can be rented)
Noise Codes or Statutes
Handicap Access
Personal Facilities
Closing Time
Cleaning Deposit
Any needs of your vendors (cooking facility, electrical, liquor license,
performing area for entertainment, etc.)
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Advise your guests whether gifts are appropriate,
if registered anywhere, limited to a dollar amount, and whether or
not they need to be tied to the party theme. With children's parties,
correct sizes and personal tastes - indicate if you do not approve
of certain gifts such as toy guns, etc.
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If your party will consist of many or all under-age guests,
adult supervision is a MUST. Make sure your chaperones know what their
responsibilities are and are available at all times. Your catering
staff and entertainers will be busy doing their functions, so it is
important for them to know who your chaperones are and where to find
them. For your guests who are 19 or older, of legal
drinking age in Canada, emphasize drinking and driving responsibly.
Suggest a taxi or designated driver to take them home safely if necessary.
-
When deciding on times for your party, don't let
the party go on too long. It is best to have everyone in good spirits
at the end rather than having your guests dwindle down to a few at
the end. Some basic guidelines based on age groups are:
| 12 and under |
1 1/2 – 2 1/2 Hours |
| 13 – 18 yr |
2 – 3 Hours |
| 18 – 21 yr |
3 – 4 Hours |
| 21+ |
4 – 5 Hours |
 |
|
Also consider what activities will be occurring during
the party, such as games, contests, costume characters, roasts, gift
exchange or unwrapping, adult/children entertainment, etc.
-
Be sure to let all your vendors know what you expect out
of them and what they can expect from you in order for them to do
their job properly. Disappointments often arise due to poor communication.
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Entertainment is the KEY component to any party.
When considering your entertainment keep in mind the theme, the Guest
of Honor and especially, your invited guests! Though the Guest of
Honor may be a "classical buff", having a string quartet
for entertainment may find many invited guests having "pressing
or prior commitments" and leaving early. The same may be true
at an 18th birthday party where "oldies" are played, or
a 5 year-olds party and Top-40 music being played. Magical entertainment
is suitable for all ages and is especially popular shortly after dinner
before the dance music begins, or during cocktail hour when guests
are just arriving.
