Parties and gatherings are a part of everyone’s lives. All this month, you’ve probably been attending parties left and right. It is, after all, the season of get-togethers. As New Year’s Eve is two days away, most of us have already planned where we will be to usher 2012 in. For some,
it's a simple dinner and firecrackers at home. For others, it's a big dance party at a hip club in the city. Still others have invited family and friends over to celebrate the turn of the year together.
If you're one of those attending any of these parties and have always been a party guest your whole life, do you ever wonder how the events are organized? We all have a favorite party that we've attended and the ones that sucked are memorable to us as well. And the key for a party to be remembered for the former is planning, planning and more planning.
1. The first thing to consider is the event's purpose. What is it for? Is it a New Year's Eve party for adults? Or are kids invited as well? Is it a birthday party for a friend or the golden wedding anniversary of your grandparents? Determining exactly what the party is about will dictate the other elements to make it a success.
2. Then, there's the date and time. Of course, weekends are your best bet because people have to go to work or school on weekdays. If you plan to get everyone drunk, it's recommended to do it after dinner—not after lunch. Do you want to feed everyone over a sit-down dinner, or do you want it to be drinks? If it's a birthday or anniversary, the date of the party should be close to the actual date of the birthday or anniversary, if not on the day itself. Holiday parties, on the other hand, are movable because people on your guest list could have other plans on the date of your choice. If it's just a random party that you're throwing just because, then any time and date will do.
3. The theme of the party is dependent on many factors. One of which is the season. It wouldn't be wise to have a bikini party at the rooftop pool of your condominium building in December or January because everyone will be freezing to death. It also wouldn't be fun to attend an Old Hollywood red carpet-themed party during the peak of summer if it will be held outdoors. Being in a tropical country, let's be sensible and come up with themes that are climate-appropriate.
Again, age matters. If you allow friends to bring their kids, make sure that the theme of the party is suitable for children. So no, Playboy Mansion is not on the list. Also decide how formal you want the event to be. Will it be black-tie formal? Or semi-formal cocktails? How about informal barbecue?
4. Consider the venue, its accessibility and how many guests it can accommodate. And the comfort rooms. You don't want people to start leaving because there's a long line at the toilets or because they're beginning to smell like stagnant pee. On your checklist: a whole lot of tissue paper, liquid soap and hand sanitizer.
If the place is out of town, will you be arranging transportation for your guests? If the party is at night, will it be safe for your guests and yourself to be in that neighborhood? How's the parking? Take note of all these things and be ready with a sketch of the vicinity map for those who aren't familiar with the locale. If it's a place that very little people know about, include the map in your invitation. If it's Greenbelt, then presumably everybody can find their way there.
5. Don't forget the guest list. Is the party just for your inner circle of friends? For family and relatives? Or for everyone you know? Make sure that your guests will be able to fit inside your venue. And think about your budget. Can you afford to host an event for 100 people? Or do you only have enough for half that number?
6. If the event date is more than half a year away, send out a “Save the Date” over email, just like how it's done on weddings. If the date is within a month or two, you can just send out the physical invitations, if available. Etiquette dictates that invitations are necessary for formal events but optional for informal ones. Indicate the dress code and theme, if applicable. Strictly implement the rules on RSVP so that you can have a definite headcount for logistical purposes.
7. Now, comes the food. Who's cooking? You, a family member, your maid or a caterer? Will there be waiters? Are you using your regular tableware, your fine china, disposable paper plates, rented plates or the ones provided by the caterer? Decide on this with your budget in mind. (Using breakable plates and expensive wine glasses isn't the brightest idea if it's a drinking party.)
You should also be sensitive about your guests' dietary requirements. If grandma, who has high cholesterol, is coming, it would be appreciated if you have a low-fat menu for her. Children should be fed with things they will like and enjoy, not uptight foie gras. Further, be sure that the beverages complement the food. Have options because people can be quite demanding when it comes to their drinks.
And the one tip that can save your life? There should be more than enough food and drinks. The rule of thumb is to have an additional 15 to 20 percent allowance. Translation: prepare food for 115 to 120 people if you have 100 on your guest list. Just to be on the safe side and no one goes home hungry.
8. Let's go back to the venue. Do you plan to dress it up? Remember your theme because how the place looks should reflect that. If money is not an issue, then feel free to hire a production designer to design and build a wonderland for you. For limited resources, stick to minimal jazzing up to add to the mood and ambiance of the place. Also in the category of venue enhancement is seating. If you want people to move around and mingle, there should only be enough chairs for less than half of your guests. You'd also want to arrange them strategically so that there's plenty of room and opportunities for interaction.
9. How about entertainment? Are you hiring a string quintet, a clown, a magician or a stripper? Or all of the above? Go back to your theme to see which ones will fit. Or maybe it's a simple slumber party. In that case, DVDs will do. Or is it a beauty slumber party where mudpacks and makeup are needed? New Year's Eve parties at home would almost definitely require party hats and paper trumpets. So have those in tow.
10. Lastly, you might want to give out party favors as a thank-you token to your guests and as a material object that can be associated with the wonderful memory of your super-fun, super-successful party.
The next day, sit back and expect the events of the previous day to be the most-talked about topic among your friends on Facebook and Twitter.
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