How to host a party
How to become a professional Party Planner
How to style an event
How to design a high-end party
How to design a budget friendly party
How to host a party:
How to design a budget friendly party:
This page is filled with ideas and tips in hosting parties that is budget friendly but still looks elegant and pulled together. We will also highlight some of our favorite events and over-the-top parties we have hosted. Feel free to pick ideas that will work for you, and feel free to leave comments and ideas as well. We have tons to share so keep checking with us.
For the Host/Hostess/PartyPlanner:
*Plan early: Deciding to have a party way in advance is my number one tip. Party planning needs to be fun and if you’re press for time, it can easily turn into a stressful situation. Depending on how extravagant it is, 2-3 months is the minimum time you should have for a small gathering. Upscale events I recommend 6 months and life events such as weddings should be 1 year or more.
*Put your party pants on and get into a party planning mode:
Look around your house (your 1st go-to place when planning any party) to see what you can use for your party. This means the not so obvious. e.g. step stool to use as a cake stand or a chalkboard in your bedroom to use as a menu board. Repurposing will make your party unique and personal. Write it down so you don’t end up forgetting or buying something you may already have.
Always keep on a look out for a party decor when you are out shopping (When you notice an item, think how you can use it differently/repurpose for your party). As a party planner this is second nature to me. I am always looking for something portable or something I can transform.
*Decide on a theme? (this goes hand in hand with the tip above)
Don’t feel the need to stick to a particular color scheme or a particular theme as long as you tie things together they will look cohesive. e.g. favorite things party. If you are not great with coordinating colors but you like the idea of a colorful party, do a repetitive pattern. As long as you repeat the same color somewhere else on your design despite the other colors, it will work.
To make things easier, stick with the same hues.
To make things easier, stick with the same hues.
Patterns are a great place to start as well. Pick a pattern whether it’s on drapes, plates, etc. then pick out those colors and break it up with your other decorations.
For elegance and simplicity a monochromatic scheme is also a good choice, it’s timeless and will never go out of style.
*Mixing inexpensive items and how to incorporate them and keep your event elegant: One major problem with party planning is that you want something nice but don’t want to spend too much money or end up washing your whole china collection. For a small gathering (around 10-20 guests) you can still get away with serving your guests with your nice dishes but above this number will be quite a challenge unless you have hired help. So my tip is to stack 2 paper plates (slightly larger at the bottom/ coordinating but different colors) instead of having just one for each guest. This will give it more depth and elegance. This seems such a simple idea but trust me, it makes a huge difference.
It's all about balance and having an eye for the overall look of your design.
It's all about balance and having an eye for the overall look of your design.
*Remove distracting items: As your party is approaching, remove items (small appliances & house decorations) from your home. The garage is usually where most of the items go (you need to have a designated location for this so you can have easy access when its time to put them back) when we have a gathering. You’ll need the space for guests and your decorations will look more pulled together.
*Not a baker? I almost always buy cake. If it’s not your forte’ there’s no need to make a fuss about attempting to bake. I will however decorate a cake. You won’t believe how much you could save by NOT baking it yourself but not necessarily buying a decorated cake.
In decorating, there are no rules. Even with just white icing on a round cake, it will look elegant. Of course, this all depends on your theme. A Willy Wonka themed cake will look amazing with over-the-top colorful candy fondant decorations. So I say do what works and what you like. A cake can never be too simple or overly decorated.
*Linens: Yes, linens has its separate category. This is where your party can go all wrong (look cheap or become a hodgepodge of chaos) Here is my tip (feel free to disagree) If you want elegance, then a nice linen/tablecloth/fabric for your table is a MUST. Using plastic tablecloths adds nothing to your table. However, there are exceptions. Thick and durable plastic tablecloths are perfect for barbecue parties, western/cowboy & tropical parties.
*To have nice photographs for your event, ask guests to wear specific colors or provide props for a photo shoot. Trust me, they add a lot of fun to a party and your guests will remember them as well.
*For a more organized event that is for both kids and adults, add a kids table. The table doesn’t need to be small, however if you have kids and have a small table, you can set up a section just for them with these items:
-buckets of crayons and coloring pages
-beads and strings for older kids
-activities such as: make your own cupcake, caramel apples, ice-cream, etc.
(always scour the dollar store or 99cents for different items)
*If it’s mainly a kids party(kids 7 yrs and older) but adults will be staying. Hire a party planner or ask a couple of friends to help with planned activities.
Having two separate sections will create a good balance for your party.
*Food:
As a party planner I have seen many events where sweets are the main event at the party (the delight on the kids’ eyes as they bounced around in sugar rush for hours) while I have also seen where sweets are completely off limits and only served with veggies and fruits (kids frowning, looked hungry and disappointed)
My tip: Moderation. Sure sweets are great and fun, but keep in mind that besides your party, they will also be going to their friends’ parties at some point in time, so keep the sweets to a minimum as much as possible. (Of course once in a while there are exceptions e.g. Sweet themed parties)
When my girls were younger I always reminded them that they never have to finish a dessert and mostly desserts are there for decorations.
When my girls were younger I always reminded them that they never have to finish a dessert and mostly desserts are there for decorations.
Another tip: Don’t go overboard with food. As a party planner and party goer, I personally prefer quality vs. quantity. It is better to be served 3-4 items that are delicious & palatable together vs. 20 things that have contrasting flavors. You will save money, make your guests happy and avoid having to shove everything in your fridge because no one would dare take them home.
*Event location:
If you are hosting your event that is not in your home, make sure you check out the location and take notes: Visualize your set up and draw if you have to. The size is very important. Also see what’s available for use: tables/chairs/kitchen/parking/location of bathrooms
Personalization/printables/embellishments:
These things can really make your event Pop, feel special and unique. Add these to your favors, cupcakes, invitations, etc. As I have mentioned throughout my blog, I am not big on printables (but I do use them occassionally) and prefer monogrammed items and embellishments. You can create the look for a lot less with the other two options.
*Decorations:
Start with your home. Nothing is better than FREE. Most people choose a party theme that they already like so the chances that you have something for your theme is very likely. Gather all these things (if possible), set them aside, and you will soon realize that what you have is way better than what they have at Party City. This will also give you a clear idea of your color scheme.
e.g. music theme: guitar/piano (use them as a focal point for your event. The colors (brown/black & white) therefore can be incorporated in your design (invites, plates, tablecloth, etc.)
e.g. music theme: guitar/piano (use them as a focal point for your event. The colors (brown/black & white) therefore can be incorporated in your design (invites, plates, tablecloth, etc.)
*Favors:
I always provide favors in all my parties. Totally optional but I really feel that it is such a fun element on a party and have become really customary over the years.
This is where planning your event early will help. It will give you time to shop around and get creative instead of filling your goodie bags with a bunch of little plastic toys. Tip: look for boxed items that contains 6-8 items to put in goodie bags. It is less expensive than buying 1 item at a time. You can also create something unique. Also, check out some of our favor ideas on our DIY page (coming soon)
*ALL photographs and/or information on this page is the property of Pink Pixie Parties. It is intended only to give ideas and inspiration and may not be copied on any website without consent and/or credit to Pink Pixie Parties.
How to become a Professional Party Planner:
Okay so you've decided to become a party planner and you're looking online for some guide or inspiration and wondering how much will be your start up cost and how to acquire clients, etc. etc.
Read on. I will cover some of the basics.
1. The first question that you really need to ask yourself before deciding is, do you really want to do this? I mean, is this your passion? You've heard over and over about people saying do what you love. In fact most people don't do what they love as a career and they seem to be ok.
This is one of those things where doing what you love is a MUST. Starting your own business requires a lot of discipline and hours that you will not get paid for (at least not in the beginning). It is important that you & your family understand and embrace that from the beginning.
Once you've slept on this thought (maybe ask your husband & kids about what they think) and really want to immerse yourself on your new career path, it's time for step 2.
2. Know what type of party planner you want to be. Think of yourself as a designer. Take for example Vera Wang, Valentino or other famous fashion designers. When someone sees their design, most recognize their work. In the party planning industry, we can apply a little of the same idea. You want to balance your expertise and design concepts (this is fifty percent of what you're getting paid for) with the client's vision and budget. You'll also need to know your limitations (mostly in the beginning) so that you can be successful. Also, keep in mind that designing parties, just like fashion, are never finished. So keep growing and changing with the industry.
a. Do you have a location to host your events?
b. Will you be a mobile company?
c. both?
d. What kinds of parties will you be hosting?
3. Budget. Personally, when I started I didn't have a budget. I visualized in my head what items I would start with and that was that. However it is important you set aside a specific minimum budget to at least get you started.
4. Once you have decided on budget and type of party and clients you will have, it's time to build your portfolio and website if you don't have any. This is where you need to love the word pro bono which obviously means free in lawyer's lingo. Ask a friend or relative if you could host one of their upcoming events, keeping in mind and letting them know that this is an opportunity to showcase your work, and will be used on your future website. You can also throw and design your own celebrations such as your kids' birthday party or your spouse. Once you've done several events (this is why you need to love what you do) you can start working on your website or you can pay or ask someone to do it for you. If you've never build one yourself before, I can tell you that it will be frustrating but I can guarantee you that you will get it done.
5. Take professional photographs
Ask a friend (a professional photographer) to take pictures of your events or you can photograph yourself if you have a good eye for things. Although if you don't have a professional camera you might have to invest in one. Photography is key in showcasing your work. It would be a shame if your hard work don't translate the same in pictures. I am very visual and I can guarantee you that most clients that would want to book you would like to see your work beforehand. Do not ever steal someone else's work and post it as your own on your site. Ever.
6. You'll need space for your party supplies. This is one of those things beginner party planner take for granted. You need to be organized. As your business starts to grow, so as your party supplies.
7. You will also need good transportation. Your vehicle need to be reliable and should fit your party supplies if you are a mobile business. You will also have to love shopping because party planning requires a lot of trips to the store...over and over. Did I mention shopping, again.
8. How much to charge: Think like a client. Always visualize yourself on the other side of the fence. This will help you determine pricing and what is missing from your offered packages. Do A LOT of research and comparison as well as find inspiration online from other party planners. Start your pricing competitively and adjust as you become more seasoned.
9. Always think of what you can add rather than what you can take out. A lot of party planners get consumed with add ons and upgrades for additional fees. I say keep it simple if you can. You can therefore offer custom work for clients that require detailed events. This will eliminate frustration from potential clients that would want a complete package without feeling that they are being Nickel and Dimed on the add ons .
Always under promise and over deliver. Everyone agrees this is a good way to run any business.
10. Don't be afraid to turn down a business. When a client and planner are unable to have a good relationship for whatever reason, don't be afraid to direct them to another planner. We cannot make everyone happy but it is still nice to help direct them to others that can.
11. Invest on great quality party items especially the ones you will use over and over. This is important in your overall design. Attention to detail and embellishments will reflect your passion in your work. Every client needs to feel that you are giving them your best and that their event is special.
12. Where should you get your party supplies? Good question. It all depends on you. There are many websites that carry party items. I personally prefer the traditional shopping for most of my items. I am a bargain shopper and love the idea of finding a good sale. However, I don't always skimp on price especially when an item is a great find or I know I will need it.
13. As a party planner you will need access to bakeries and other companies that do custom work. Visit the bakeries in your area to see if any of their work is a good fit with yours. You can shop around for a good vendor on custom and personalized items. You can try Etsy. They have a large selection of shops that sell paper products.
14. Over-communicate. As you become more busy, things could slide through the cracks, e-mails can eliminate most miscommunications and is way better than phone calls. Always confirm with a client anything that needs clarification.
15. So how do you actually get clients?
You don't. Once your website is up and running, you can sign up for Google adwords to be seen on search engines. Once your site has gotten older, you will start to show up without paid ads. Believe me, in the beginning I obsessed over this. But trust me, you just need to be patient. Just make sure your SEO (Search Engine Optimization) description on your website is relevant to what you provide.
You should be able to get clients from referrals and guests from the party that you have been booked prior. So make sure you do a great job. And that is all you need.
Good Luck and I'm glad you enjoy party planning as much as I do. Keep coming back to our site as we continue to grow and fill our pages with more tips.
*ALL photographs and/or information on this page is the property of Pink Pixie Parties. It is intended only to give ideas and inspiration and may not be copied on any website without consent and/or credit to Pink Pixie Parties.
How to become a Professional Party Planner:
Okay so you've decided to become a party planner and you're looking online for some guide or inspiration and wondering how much will be your start up cost and how to acquire clients, etc. etc.
Read on. I will cover some of the basics.
1. The first question that you really need to ask yourself before deciding is, do you really want to do this? I mean, is this your passion? You've heard over and over about people saying do what you love. In fact most people don't do what they love as a career and they seem to be ok.
This is one of those things where doing what you love is a MUST. Starting your own business requires a lot of discipline and hours that you will not get paid for (at least not in the beginning). It is important that you & your family understand and embrace that from the beginning.
Once you've slept on this thought (maybe ask your husband & kids about what they think) and really want to immerse yourself on your new career path, it's time for step 2.
2. Know what type of party planner you want to be. Think of yourself as a designer. Take for example Vera Wang, Valentino or other famous fashion designers. When someone sees their design, most recognize their work. In the party planning industry, we can apply a little of the same idea. You want to balance your expertise and design concepts (this is fifty percent of what you're getting paid for) with the client's vision and budget. You'll also need to know your limitations (mostly in the beginning) so that you can be successful. Also, keep in mind that designing parties, just like fashion, are never finished. So keep growing and changing with the industry.
a. Do you have a location to host your events?
b. Will you be a mobile company?
c. both?
d. What kinds of parties will you be hosting?
3. Budget. Personally, when I started I didn't have a budget. I visualized in my head what items I would start with and that was that. However it is important you set aside a specific minimum budget to at least get you started.
4. Once you have decided on budget and type of party and clients you will have, it's time to build your portfolio and website if you don't have any. This is where you need to love the word pro bono which obviously means free in lawyer's lingo. Ask a friend or relative if you could host one of their upcoming events, keeping in mind and letting them know that this is an opportunity to showcase your work, and will be used on your future website. You can also throw and design your own celebrations such as your kids' birthday party or your spouse. Once you've done several events (this is why you need to love what you do) you can start working on your website or you can pay or ask someone to do it for you. If you've never build one yourself before, I can tell you that it will be frustrating but I can guarantee you that you will get it done.
5. Take professional photographs
Ask a friend (a professional photographer) to take pictures of your events or you can photograph yourself if you have a good eye for things. Although if you don't have a professional camera you might have to invest in one. Photography is key in showcasing your work. It would be a shame if your hard work don't translate the same in pictures. I am very visual and I can guarantee you that most clients that would want to book you would like to see your work beforehand. Do not ever steal someone else's work and post it as your own on your site. Ever.
6. You'll need space for your party supplies. This is one of those things beginner party planner take for granted. You need to be organized. As your business starts to grow, so as your party supplies.
7. You will also need good transportation. Your vehicle need to be reliable and should fit your party supplies if you are a mobile business. You will also have to love shopping because party planning requires a lot of trips to the store...over and over. Did I mention shopping, again.
8. How much to charge: Think like a client. Always visualize yourself on the other side of the fence. This will help you determine pricing and what is missing from your offered packages. Do A LOT of research and comparison as well as find inspiration online from other party planners. Start your pricing competitively and adjust as you become more seasoned.
9. Always think of what you can add rather than what you can take out. A lot of party planners get consumed with add ons and upgrades for additional fees. I say keep it simple if you can. You can therefore offer custom work for clients that require detailed events. This will eliminate frustration from potential clients that would want a complete package without feeling that they are being Nickel and Dimed on the add ons .
Always under promise and over deliver. Everyone agrees this is a good way to run any business.
10. Don't be afraid to turn down a business. When a client and planner are unable to have a good relationship for whatever reason, don't be afraid to direct them to another planner. We cannot make everyone happy but it is still nice to help direct them to others that can.
11. Invest on great quality party items especially the ones you will use over and over. This is important in your overall design. Attention to detail and embellishments will reflect your passion in your work. Every client needs to feel that you are giving them your best and that their event is special.
12. Where should you get your party supplies? Good question. It all depends on you. There are many websites that carry party items. I personally prefer the traditional shopping for most of my items. I am a bargain shopper and love the idea of finding a good sale. However, I don't always skimp on price especially when an item is a great find or I know I will need it.
13. As a party planner you will need access to bakeries and other companies that do custom work. Visit the bakeries in your area to see if any of their work is a good fit with yours. You can shop around for a good vendor on custom and personalized items. You can try Etsy. They have a large selection of shops that sell paper products.
14. Over-communicate. As you become more busy, things could slide through the cracks, e-mails can eliminate most miscommunications and is way better than phone calls. Always confirm with a client anything that needs clarification.
15. So how do you actually get clients?
You don't. Once your website is up and running, you can sign up for Google adwords to be seen on search engines. Once your site has gotten older, you will start to show up without paid ads. Believe me, in the beginning I obsessed over this. But trust me, you just need to be patient. Just make sure your SEO (Search Engine Optimization) description on your website is relevant to what you provide.
You should be able to get clients from referrals and guests from the party that you have been booked prior. So make sure you do a great job. And that is all you need.
Good Luck and I'm glad you enjoy party planning as much as I do. Keep coming back to our site as we continue to grow and fill our pages with more tips.
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