{roadmap to a great party} where do I begin?

Do you want to plan an amazing party but you don't know where to begin?

Do you always blow your budget by picking up, "Oh, that's cute!" items?

Does planning any celebration overwhelm you?

If you answered, "Yes!" to any or all of those questions

then you'll love our new series...

My birthday is on Monday and we'll be celebrating with family and friends next Saturday. I thought it was the perfect time to share my tips and tricks on planning a fun and memorable celebration with a Piggy Bank budget!

Over the next two weeks I'll share a timeline that I follow when planning an event which can be adjusted depending on how many weeks you have to plan. In addition, I'll share how I planned my REAL birthday party step-by-step.

I created a printable version of my party timeline for you to download. Print one for yourself and you can follow along as we go through the party planning process.

Click here to download the "Roadmap to a Great Party!"

Grab a pencil and paper--real or virtual--and get ready to write.

Writing things down is the key to party planning.

Ready? Let's plan a GREAT party!

The first stop on our Roadmap is 6-8 Weeks before the Party! Don't panic if you don't have 6-8 weeks to plan your party. The timeline can be adjusted but the longer you have to plan will ultimately reduce your stress level. After we've traveled through the entire Roadmap, I'll give you tips on how to plan a party with a shortened timeline.

1. Establish your party budget. This is usually the biggest roadblock for most people. I have worked with countless clients who either have blown their budget or had unrealistic expectations of how much things really cost. How much can you afford to spend? Be realistic and be firm. This is not the area to be flexible.

If you have $100 and 25 guests then you have $4.00 to spend on each person. The $4.00 will need to cover food and beverages, servingware, décor, activities and favors. I know you sometimes find the "perfect" item at the last minute BUT if you've reached your budget limit either something else has to go or you'll have to pass on the "perfect" item. It's hard but STAND FIRM!

I use a spreadsheet to keep track of my expenses as I'm planning an event. As soon as you've purchased something, write it down. Don't wait until the day before the party to see if you're on target. If you're aware of budget, it helps you stay away from those last minute impulse buys.

2. Set the date and time. Check with any special guests--your child's best friend, out-of-town grandparents, etc.--to see if they are available on the date you've chosen. When planning your celebration at a venue, it's a great idea to have a few dates in mind.

When choosing what time to have your event, it helps to decide what kind of party you would like to throw--casual barbeque, formal dinner, playdate snacks, appetizer potluck, etc. If you want to serve light snacks then choose an appropriate time like 2:00 p.m. or 3:00 p.m. This gives your guests a hint that lunch won't be served and the party will be over before dinner time.

3. Choose a theme and color scheme. When choosing a theme, it should always represent the honoree. I know it's tempting to plan an event around a theme you love but the most memorable and meaningful events are those that truly reflect the guest of honor's interests.

When choosing a color scheme, it's best to keep it simple. Two or three colors create a palette that's easy on the eye and won't overwhelm your guests. If you add more colors, use neutrals like white, black or brown.

4. Create your guest list. The amount of guests you invite will be dependent on your budget. If you have $100 to spend, a dinner party for 10 will allow you to spend $10 per person versus a birthday party for 40 gives you $2.50 per person.

Another great question to ask yourself is, "Does each guest mean something to the honoree?" I'm a social butterfly so I have more friends than J does. When it's time to make the guest list for his birthday, I only invite friends who are special to him. Then no one feels awkward and everyone is free to enjoy the celebration.

5. Brainstorm: Dream big then be realistic. Surf the Internet for inspiration, gather photos of your favorite things and write down everything you would love to have at your party if you had a limitless budget. Next speed bump...be realistic. How can you achieve your dream party on a budget? Pick 3-5 things from your brainstorming session that you can realistically accomplish with your budget and timeline. I'm always amazed at how adding just a few special touches can make a party extraordinary!

6. Set the location. Reserve venue, if needed. A number of factors determine where you'll be holding your event. You may need to ask yourself some additional questions to find the answer. Is your house big enough for the guest list? If you're planning an outdoor party, do you have a "rain location" just in case? Is there an activity you'd like to do that requires you to have the party at a specific location? If reserving a venue, do it sooner than later. Some venues are booked months in advance so have a back up in mind.

7. Hire vendors: Entertainers, Caterers, etc. Book early. When I planned corporate events, I worked with all types of entertainers, caterers and party vendors. The good ones were always booked at least 4-6 weeks in advance. I received calls from clients looking for a clown or a hot dog cart 2 days before their event and they were often upset that we didn't have anyone available. If someone was available, they usually charged more due to the late booking. My best advice...book early.

8. Order custom invitations. If you want a custom designed or handmade invitation, order early. Many custom and handmade designers are booked months in advance. Our custom handmade schedule is currently booked solid for the next two months and clients are already making reservations for 4 months from now. My best advice...order early.

9. Create your party checklist. Now that you've set your budget, picked your theme and color scheme and taken care of a few other important details, it's time to make your own party checklist. Write down every single detail of the party--food, beverages, servingware, games, activities, prizes, favors, decorations, signs and DIY projects. Listing all of the details will help organize your thoughts and tasks for your specific event.

In my experience, having all of the party details on one list helps me stay focused on completing one task at a time. It also insures that something doesn't fall through the cracks that may be written down on another list. I also have the satisfaction of checking off items when they're completed.

Ta-Da! We've made it through our first stop on the road to a great party! Next up...I'll share how I accomplished the 6-8 Week tasks for my REAL birthday party.

I LoVe road trips!

Stay tuned to Oink! for more inspiration...