 Hol-a-day Calendar
a list of holidays and other reasons to party, on every day of the year! |
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Party Themes & Ideas: |
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Party Planning |
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Theme: When choosing a theme you should consider the reason (check out our Hol-a-day Calendar and party theme ideas on the left) for the event, the guest's age and interests, and whether this will be a surprise or not. |
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Images and inspiration: Think what, when, where, why and how. Watch movies, read books, listen to music and research your event theme online, at the library and bookstore. |
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Date and time: Should be chosen taking into consideration other events that may conflict with or complement yours. Also plan according to event size and type, large events should be planned beginning a year in advance. Prepare a timeline to help keep things on schedule. |
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Budget: If the purpose of the event is to raise money, decide what is your break-even point and proper fees to charge to attain your goal. Consider what type of event you wish to create, an elegant professional event, or a simple social event with just a few friends. Items you will purchase, rent or borrow. Whether you will hire caterers, entertainers or other staff. Large events may need insurance or permits. All of these things will effect your whole party, so decide realistically how much you wish to spend. You can save money by begging and borrowing; obtain sponsors, volunteers and borrow supplies, hold the event at a free location, plan events that don't need large amounts of supplies and refreshments and do as much as you can yourself. |
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Location: Have it at a banquet facility, home, work, school, park, or some other theme related place. Also consider available accommodations, transportation, and necessary equipment. Think about the event happening here, is there enough floor space, shelter, parking, food service, restroom facilities. |
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Layout: Visualize the whole event, how you will record it and or promote it, traffic flow, pedestrian walkways, entry with registration and coat areas, main activity areas and necessary equipment, where food and drinks will be served and eaten, where awards and favors will be presented and how you will thank and remind guests of the memorable event. Decide amount of time needed to set-up and clean-up and again consider staffing needs. |
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Record event: Will you have a professional photographer / videographer, or do this yourself. You could use photo's as give a ways or send them with thank you's. |
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Transportation: Guest of honor and or guests can be transported in high style in a limousine, van, or trolley, theme events may lend themselves to a hearse, horse, or old car. |
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Costumes: Costumes add to the mood of the party. Consider obtaining costumes for yourself, any staff you hire, and asking your guests to dress also. |
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Invitations: If your event is yearly, try to incorporate a logo so that people can identify your event from one year to the next. Send press releases, sponsorship information or invitations that are interesting and fun. Make them interactive, include a balloon, pressed flower or confetti. If you want to make your invitation noticed, send a theme related object with an invitation attached as a label or written on the item. Make sure to give all the pertinent information including directions. Send far enough in advance so people can plan for it: two weeks if small personal party to one month or more if large event. |
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Decorations: Decorate outside the location, the entry and activity areas including: tables, walls, ceiling and floor, serving tables, even the parking area! Don't forget: theme music, theme scented items, theme items to take home. |
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Food: * If this is a public event you may need permits. Decide whether people will be sitting down to eat or mingling. Decide whether you will hire a caterer or prepare and serve food yourself. Find recipes or types of food that will relate to your theme. Think about dietary needs of guests. If serving food for a period of time, keep it at serving temperature. Serve food on - furniture and other theme items. Serve food in - boxes, baskets, bags, natural or recycled items. Arrange to send leftovers to a local charity. |
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Activities: Use mixing games at the beginning of event. You may want to hire professional entertainers or kids from the neighborhood to help out. During the event present any information or publications, have contests, or if it's a charity event, a fund raising activity. Thank everyone for coming and award prizes or certificates if you choose at the end of the party. |
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Gifts: Keep in mind the party theme and any guest of honor's interests and hobbies. Before the event you can send theme gift baskets or flowers. Books are always good, as are pictures and frames, of course you can never miss with food. |
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Favors and prizes: Will you award large ticket items for events or medium priced items. Gag prizes are my favorite, because it can be anything you found on sale, have laying around the house, or find at a thrift store, as long as it is new looking and ties in to the theme, activity or winners taste. |
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Follow-up: Evaluate the event decide what went right and wrong for the next event, and send thank you's with a memento of the event. |
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Most important: Expect something to go wrong so you won't be surprised. Do as much in advance as you can. Relax and have a good time! |
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Party planning checklist. | ||||||
| Helpful Hints:
* To avoid confusion, delays and unnecessary hurt feelings, run your kitchen like the professionals. Assign 1 person the title of head chef. The head chef decides who gets to enter the kitchen, prepare items and at what time. No one else enters the kitchen without permission. | ||||||
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