‘What is there more kindly than the feeling between host and guest’ – Aeschylus
Since ancient times, great relationships and big business deals were established over a meal. Parties are also a great time for people at different levels to interact.
When I think of the word ‘Party’, three things come to my mind- socializing, eating and entertainment. Often people think just booking the venue and deciding on the menu is all that it takes to organize a party. Nothing can be further from the truth. I truly believe that for a successful party, the host needs to plan and coordinate everything keeping in mind the minute details.
Assuming that the budget and the list of the guests are already decided, the following steps should be kept in mind so that your guests leave the party with a great and unforgettable experience.
Step 1: Selecting the perfect venue/setting
In the hustle bustle of today’s life, we all like a place which adorns nature and has a good view but please make sure your guests find it approachable and not inconvenient to reach. The next thing is to carefully choose the party setting, where your guests get undivided attention, by eliminating distractions like other visitors to the hotel passing by the venue, and it’s not near the restrooms, kitchen etc.
Step 2: Theme of the party and décor
There can be different kind of parties like Formal dinner, Farewell party, Festive party like Diwali, Christmas or a New Year party, accordingly one need to decide the theme and the decor. It’s always best to keep the decor simple and not too flashy.
Step 3: Day and Time
Try keeping the party on a non-working day, as people may come in feeling tired if it’s a working day. Also the choice of decor and meal preference would differ by the time (afternoon or evening).
Step 4: Choose a diverse Menu
The secret of any great party is good food. Hence much time should be spent on deciding the drinks (alcoholic or non-alcoholic), starters, main course and desserts. In order to meet everyone’s needs it’s best to serve a variety of foods. Please ensure that there are separate counters for vegetarian and non-vegetarian food. Also check with the hotel about their specialties in food.
Step 5: Segregate responsibilities amongst your staff
It helps in smooth organization of the party. Assign responsibilities to different people like who will be sending invitation, follow ups on invitation, checking with the venue staff about the progress on the preparations, organizing surprise games, stalls , one touch point / email for queries etc . This helps in keeping a proper check and you know who is accountable for what. Don’t leave everything at the mercy of the hotel staff.