Life
How to Plan a Party
Parties with friends and family are the best. To help you throw a party to remember, we’ve put together the ultimate party planning checklist with tips and tricks to make the lead-up to your event fun, smooth, and problem-free.
PARTY PLANNING TO-DO LIST
1. CHOOSE THE THEME
There are almost limitless themes to choose from – just use your imagination, especially when it comes to the look and feel. For example, a garden party, a jazz club party, or a dress-up party – everyone loves a dress-up party.
Here are some fun suggestions for a dress-up party theme.
- Something starting with the first letter of your name
- A colour e.g., blue
- A country e.g., Italy
- An era e.g., the ‘90s
If yours is a dress up party, ensure you include that information on your invitation.
2. SET YOUR BUDGET
Hosting a party doesn’t have to be hugely expensive. Your main priority is to set a per-head spend and stick to it. If budgeting isn’t your forte, maybe you could use a professional event planner.
3. DECIDE THE DATE AND TIME
When planning the date and time for your party, always consider the season and weather. Also, check the calendar for public holidays – venues, restaurants, and caterers will add a surcharge. Plus, your guests might already have holiday plans.
4. CHOOSE AND BOOK THE VENUE
When choosing the venue for your party, ensure it is the right size for the number of guests you’re inviting and has all of the amenities you need, such as a bar and outside spaces. Also, consider the location – is it easy for your guests to get to and get home from? And, to avoid disappointment of the venue being unavailable, make sure you book well in advance.
5. COMPILE YOUR GUEST LIST
This step should be relatively easy; after all, you’re inviting your friends and family. If you’re organising a work party, consult your manager and ask them to help compile and confirm the list.
6. CREATE AND SEND OUT THE INVITATIONS
Life is busy for most people, so give your guests plenty of notice – six weeks in advance is a general rule of thumb. Again, regarding the form your invitation takes, this is only limited by your imagination and budget – text message, email, self-designed and made, or professionally designed and printed. Ensure you include a section for any food allergies or dietary requirements, plus make a note of what to wear – formal, casual, smart-casual, cocktail or dress-up.
7. DESIGN THE MENU
Your menu choice should fit the theme of the party you’re throwing. Whether you go for a cocktail or finger food menu, buffet, barbeque, grazing tables, or a sit-down dinner, always ensure there will be enough food and that dietary requirements are met.
8. CHOOSE THE ALCOHOL
There are several factors involved in choosing the alcohol for your party. Here are our Wine Selectors Tasting Panel tips.
Know your audience
Serving beer and wine? 60% of attendees will choose wine. Plan accordingly!
Split the difference
If it's warm weather or you're getting an early start, go 60/40 white to red wine. If it's colder with a later start, go 60/40 red wine versus white.
Anticipate their pace
Two drinks per person per hour is a reliable rule of thumb for party planners. Another rough-and-ready calculation to ensure everyone has enough wine to enjoy the occasion is to plan for one full bottle of wine per guest – or, depending on how many wines you’re serving, one bottle of each wine per four people.
Plan for the peak
Consider how many hours your event may last. Nothing is worse than running out of wine just as your party starts to hum.
Keep it simple
Don’t overthink things. You don’t need 10 different wines or varieties to show off. Keep it simple, and keep it coming.
Don’t skip the bubbles
It’s not just for weddings and NYE! Make your guests feel a little special – it’ll turn any gathering into a celebration!
Keep it cool
Rosé is served much like a chilled white, so include it as a white wine in your 60/40 planning calculations.
Don’t forget to include bottled still and sparkling water, and soft drinks on your drinks list!
9. WHAT GLASSES WILL I NEED?
Depending on what drinks, alcohol and wine you plan on serving, you will need several different glasses, including water glasses, highballs, Champagne flutes, white wine glasses, and red wine glasses. If it’s a large party, you will need to hire them. If it’s a small party, you may want to purchase matching glassware – our Tasting Panel’s glass of choice is Schott Zweisel Australian Wine Gifts - Wine Selectors, and we have a great range of their glasses available.
10. SELECT THE DECORATIONS
Again, this depends on your theme and budget. From simple vases of flowers from your garden or a florist to balloon sculptures, streamers and lights, there is so much you can do to create a great atmosphere for a memorable party.
11. CHOOSE THE MUSIC
Consider the theme. Also, ask your guests for their favourite party tunes, compile your own Spotify list, or hire a DJ.
12. DO YOU NEED ENTERTAINMENT?
Think about the size and purpose of your party, and of course, your budget.
13. WHAT OTHER SUPPLIES WILL I NEED?
Along with glasses, you’ll need to consider some of the following:
Crockery, cutlery, serving utensils, drink trays or drink stations, ice buckets or ice tubs, water jugs, napkins/serviettes, tablecloths, tables, chairs, lighting, heating/cooling, and bins for general waste and recycling empty bottles. And, of course, ensure you have a good supply of toilet paper in the bathroom.
14. WHAT HELP DO I NEED?
This is a crucial consideration, depending on the size and location of your party. Can you do everything yourself for a small dinner or a party at home? Do you need the help of friends and family to set up, cater, and serve for a larger gathering? Or do you need to hire professional hospitality staff like chefs, kitchen staff, wait staff, and bar staff?
15. CREATE A SEATING PLAN
If your party is a sit-down event, you may need a seating plan so your guests know where to sit.
If you’re time-poor and want to host a dinner party at home, we’ve got you covered with our guide to the Easy Dinner Party Recipes. And, for a fun and small gathering of wine-loving friends, our How To Host Your Own Wine Tasting Party is your perfect go-to.
Now that you’re armed with our party planning tips and tricks, it’s time to get started on your own special event. Enjoy!