Archive for June, 2009

Birthday Party Planning

Wednesday, June 17th, 2009

iStock_000005673618XSmallWhether you are having a birthday party for a child or an adult, a birthday party is something they will remember forever!  Here are some simple tips for making sure your child has special birthday memories to share with their kids, and your grandparents have a birthday party to brag about!

  • Get a theme:  A theme is great fun!  Some fun themes for a kid’s party are: Fireman Party, Football Party, Princess Party, Character Party, Pirates Party, etc. Some themes for an adult’s party are: Teen Years Party, Favorite Things Party, This is your Life Party (Instead of Over the Hill Party), Black and White Party, Imitation Party, Big Cookout Party, etc.  A theme party just makes it all fun and memorable!
  • Take Time to Actually Plan the Party:  Don’t expect everything to just fall into place without planning!  You are setting yourself up for disaster if you try to wing it.  Kids need constant activities to keep them from getting bored.  Break up the party into 15 minute intervals.  Have games and projects ready at any given moment.  An adult party is a little easier, but you will need to plan on some entertainment and games.
  • Keep the party size to a Controllable Size:  Inviting too many kids could put stress on the birthday child.  Trying to socialize with all those kids takes the fun out of the birthday party.  Just make sure that your child is able to talk with everyone, while still being able to have some fun, too!  Adults can have as many as they want!  That is the joy of being an adult.
  • Decorations are a Must:  Whether you have balloons, banners, or centerpieces, a birthday party is not a party unless there are decorations!  For adult parties, you could get a little more intimate, such as candlelit centerpieces or table and chair coverings!

Planning a birthday party is so much fun.  Just remember to take the time to plan it all out!

Event Planning Software

Thursday, June 11th, 2009

istock_000005921194xsmallEvent planning can be a very frustrating process, which is exactly what event planning is NOT supposed to be – frustrating!  Whether you are planning a wedding or an event for your job, event planning should be fun and exciting.  You are in charge of an important event and it can go smoothly, with a little bit of help!

Consider an event planning software program to help you get rid of the frustration and bring the enjoyment back to event planning. There are many different event planning software programs to choose from.  It is important that you find an event planning program that will fit your needs.  Your event planning software should have the capability to:

  • Track appointments – Make sure you are able to have a monthly view of your appointments.  This gives you the opportunity to see your schedule at a glance to help you make quick decisions and prevent double booking.
  • Track tasks for the events you are planning – You should be able to get a monthly view of this at a glance, as well.  Details should come up on the same screen.
  • Allow journal or diary entries for the events –  Not only should you be able to add notes, you should be able to add notes right on the events planning screen without having to go to a different screen to add.
  • Track different projects being worked on for events – This is critical so that you are aware of what needs to be done at any given point in time.

Flexibility is important when planning an event.  Your event planning software should be able to be updated at any time with ease.  The last thing you need is to become frustrated with the event planning software you choose.  Once you find the event planning software that meets your needs, you will be ready to take on any and all event planning projects in the future!

Event Planning Contracts

Tuesday, June 2nd, 2009


Contracts can be simple or extremely lengthy and detailed.  Do not take for granted that you will be told everything you need to know.  You will want to carefully read what you are signing.

This can be overwhelming.  Sit down with the event planner or subcontractor and have them read it through with you.  They should be able to explain exactly what you are reading at any given point.

Tips on for What to Look for in an Event Planning Contract

  • Details of Completed Work:  Be sure all information is included, such as: dates, times, party concept, timeline, set-up, implementing service, programs, closing and clean-up.
  • Changes in Contracts:  Things happen.  You may need to add more flowers, add special registration tables for VIPSs, or add drinks.  Make sure you understand the costs involved in adding to your contract.
  • Make sure they are Licensed:  Caterers must have food permits and licenses, as well as beverage licenses.  Event specialists or subcontractors that offer lighting or sound systems can have licensed electricians on their payroll.
  • Make sure they have Insurance:  It is important to know whether the person you are hiring has hired licensed and insured vendors or employees.  This is to protect you.
  • Deposits and Payment Terms: These will vary with each contract.  Contract should clearly state how much and when deposit is due, as well as remainder of the balance.  Also, make sure it states what forms of payments they will accept.
  • When Disaster Strikes: This just happens!  Whether minor or major, you should always have an alternate plan.  Make sure the contract specifies its policy on crises.

Making sure all the T’s are crossed and I’s are dotted is critical to a success event!  You want to be sure you are dealing with qualified and respectable vendors that will ensure you event will run smoothly!