Your best friend's birthday is just around the corner, and you'll want to throw a great party for her. You may want to host a simple dinner party at your home, a big celebration with extended family and friends, or a surprise party, depending on your friends. Whatever you and your friends decide, make the birthday memorable with good friends, good food, and fun decorations.
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Part 1 of 3: Planning a Birthday Party at Your Home
Step 1. Discuss and think of ideas with your friends
Start planning at least 3 weeks in advance and talk to your friend to get an idea of what she wants. At this point, it's important to decide what kind of party your friend wants and how many people to invite. Ideas for small birthday parties such as:
- Simple and simple meeting at home.
- A cozy dinner party or a pot-luck event (a party in which each guest contributes a meal to share).
- BBQ party or pool party.
- A retro or vintage themed birthday party.
Step 2. Choose a date
Once you've decided on an awesome theme, you'll need to answer these questions: When is your friend's birthday? Are you going to celebrate it right on his birthday or a few days later? What time will the party be held? How many guests can be invited?
Think of the guests when planning a party. If your friend's birthday falls on a weekday, guests may not be able to attend due to work or school responsibilities. Friday nights are usually the best time to have a get-together party. For BBQ parties or outdoor parties, Saturday or Sunday afternoons are the best times
Step 3. Make a guest list
Work with your friends to create a guest list. Next, organize those lists for family and friends. Review the list and add each guest's spouse, children, and siblings, if needed.
For a small party, set a guest list for 25 people or less
Step 4. Invite guests
Guests should be notified 2 to 3 weeks in advance. You can send invitations electronically via e-mail, using regular e-mail, telephone or SMS the people on the guest list. When inviting guests, make sure you provide them with the following information: name of your friend's birthday, date and time of the party, location including address and driving/parking directions, date when guests must confirm arrival (RSVP), and your personal contact to provide information (email address and/or phone number) with instructions for RSVP.
- If possible, create a private event page on Facebook and invite guests. This is an easy way to keep everything coordinated, provide information such as floor plans/directions, news events, and communicate with guests.
- If you're sending invitations in the mail, look online for creative invitation ideas or print out unique templates.
- Get creative and make your own custom invitations at home. You can create your own invitations that match the theme of your party.
Step 5. Buy food and decorations
Make a list of the things you need (decorations, grocery lists, etc.) and keep that list with you at all times. Make sure everything is ready a few days before the party. If you prepare your own meals, pick recipes ahead of time and take them to the grocery store. Also, order a cake or other dessert at your local patisserie or delicatessen at least one week before the party, and buy birthday candles as well.
- Prepare a stock of chairs, plates, utensils, napkins, cups/glasses, and bowls. Buy extra items if needed – you don't want to leave the party to go to the store because you're out of napkins!
- Tell your neighbors that you will be throwing a party at least a week in advance. Let them know when the party is scheduled to start, and an estimate of when all the guests will be home. This is especially important if you live in an apartment or live with other people.
Step 6. Make a birthday playlist
When you create a playlist, make sure it's long so you don't have to repeat songs, and can “set it and forget it”. Ask your friend for a list of their favorite songs, or make a playlist that fits the theme of the party. For example, for a fancy dinner, consider classical music, or play big-band and jazz hits if you're throwing a 1920s-style party. You can also use playlists online using sites like Pandora, Slacker, or Grooveshark.
Step 7. Arrange the decorations and food
Rearrange furniture to make room for guests and food. Place food and drink areas separately so guests don't walk towards each other. Next, place a tablecloth over the surfaces where the food is served, and hang some decorations as well. Set up and set the buffet table, first with napkins, cutlery, and plates, followed by salads and side dishes, and finally hot meals and main courses. All arrangements and decorations must be completed 2 hours before the party starts.
- Place an ice basket in the drink area and make sure you have extra bags of ice tucked away in a cooler or freezer. Keep alcoholic beverages (beer, wine and liquor) separate from non-alcoholic drinks, and provide non-alcoholic beverage options for underage guests or drivers who are prohibited from consuming alcoholic beverages.
- Make sure hot foods are covered with foil to keep them warm. Wrap food or other dishes in foil or plastic wrap to keep them fresh. If possible, prepare fruit and vegetable platters ahead of time and refrigerate until before the party starts.
- Place bowls of snacks in several places for guests to eat when they arrive. Choose foods that can be left out for a few hours, such as nuts, snacks, chips and salsa, or dried fruit.
- Check again a few hours before the party starts. Make sure the room or house is clean, there is enough soap and toilet paper in the bathroom, and you have enough seating for all guests.
Step 8. Have fun and celebrate
When the main focus of the party is your friends, you're the host and your job is to make sure things run smoothly and everyone is happy. Don't be afraid to give other guests errands, like refilling snack bowls or checking ice and drinks. Also, feel free to suggest drunken or uninvited guests to leave the party. Just pull them in and, if necessary, arrange for someone to drive them home.
Part 2 of 3: Planning a Big Birthday Party
Step 1. Start planning at least 3 months in advance
Larger parties with 25 or more guests often require more planning to be successful. Reduce stress and be prepared by getting things started long before the party. Start by making a list of parties and a schedule for when things need to be done. Some important things to consider such as: booking a venue, arranging entertainment events if needed (DJ, photo booth, games, trivia, etc.), sending out invitations, collecting RSVPs, decorating, ordering food and/or catering, providing drinks and/or a barmaid.
- Gather help. Don't try to do everything yourself. Get a group of friends and family together and then divide the tasks. Set up a "central command point," such as an email chain or private group on Facebook, to keep each other coordinated. Check regularly with the person helping you to see how things are going.
- Set a budget and stick to it. Anything to buy, ask your friends and family to contribute. Use your list as a guide for prices. Call and ask for quotes on party supplies, venue prices, and entertainment events. Write these price estimates next to each item, use them as a reference for bidding, and keep an eye on your spending when shopping.
Step 2. Make a guest list
Decide how many people you and your friends want to invite. Make the list for family and friends.
- Don't invite more than 20% of people who can comfortably fit in your party room – usually 70 to 80% of all invitees will actually attend.
- Consider the guests' pairs and their likelihood of coming when deciding who (and how many people) to invite.
Step 3. Choose a date and book a place
This is important if your party is going to be somewhere other than your home. You may need to make a reservation weeks to months in advance, depending on space availability. If you don't want to bother throwing a party at your house or apartment, you can also book local community venues or church halls for a low price. These places increase your profits by providing tables, chairs and access to the kitchen.
Things to consider when choosing a location are: the availability of parking spaces; if they serve food, who is responsible for organizing and cleaning the place; the size of the place and how many people can fit comfortably
Step 4. Send invitations
For larger gatherings and if guests are coming from out of town, you can send them invitations at least 60 days in advance. Invitations should be printed, addressed, and sent by post at least 60 days (2 months) in advance. Make sure you include instructions on how to RSVP (eg by calling, emailing, etc.). Your invitation should include: the party organizer (yourself), the purpose of the party (your friend's birthday), date, time (when it starts and ends), location, outfit (casual, themed, formal), and how to RSVP.
- Customize your invitations so guests can understand the theme of your event, or include photos of your friends that you like. Look for sites online that allow you to customize the shape of your invitation, such as Zazzle.com or Shutterfly.com.
- Keep guests up to date by creating a private group on Facebook.
Step 5. Hire a DJ (Disc Jockey) (optional)
For larger events, professional music will make the party run more smoothly. The DJs also help run the party. Make sure you hire a reputable DJ. They must be open to prices and must also submit a letter of contract setting out their terms of service. Don't send any payments until you see the contract.
Step 6. Plan the meal menu
Plan the menu based on the type of party and the number of guests. For example, ask your friends if they want pizza and ice cream or something more formal. The type of food you serve also depends on your budget. You can save money by cooking all the meals yourself, or save time and hassle by hiring a caterer. Most caterers charge a fee per person, and include additional fees for service. While catering may be expensive, it can reduce the stress and hassle of hosting a party – and also reduce the hassle of organizing and cleaning up after the party. When you are compiling a food menu and/or hiring a caterer, it is important to remember:.
- Different types of food, such as: appetizers and snacks, salads, main courses and desserts.
- If there are guests who are vegan or vegetarian, or have food allergies.
- Serve a variety of drinks (alcoholic, non-alcoholic, coffee, tea, water and ice).
Step 7. Buy decorations in advance
Make a list of decorations and start buying things a few weeks early. Search the internet or head to a party supply store for standard birthday decorations or themed items. If necessary, order special themed items a month or more in advance so they arrive in time for the party.
- Standard birthday decorations include: birthday candles, a “Happy Birthday” banner, ribbons, balloons, birthday hats, and tablecloths.
- If it's an important milestone birthday (eg 21st, 30th, 40th, 50th, etc.), buy plates, hats, napkins, balloons, etc. according to your friend's age. Also, consider creating a photo album with photos of family and friends.
Step 8. Arrange the decorations and food
Make a list of everything you need and make sure everything is ready 2 hours before guests arrive:
- Furniture: tables and chairs for guests, a table for food and cakes, and a room for cards and gifts.
- Drinks: soft drinks, pitcher of water with ice (you can also add lemon or orange slices), coffee and hot water dispenser for tea, coffee accompaniments (cream, milk, sugar, stirrer), wine (red and white), beer, mixed drinks and pre-made cocktails, and chilled or extra-ice containers.
- Eating and drinking: plastic cups or crockery, wine glasses, cutlery (knives, forks, spoons), small plates for appetizers, larger plates for main meals, bowls for salads, utensils salt and pepper, butter and dish, butter knife, and water bowl.
- Food utensils and more: serving spoons and forks, carving knives, extra bowls, pot holders, placemats, trash cans and plastic trash.
Step 9. Make your party run smoothly
Divide up tasks like preparing food and drinks, cleaning, organizing gifts, helping in the kitchen, and putting things together (if you hire a caterer, they will do most of these functions). Most importantly, make sure your friends have a fun and stress-free birthday!
- Hang out and make small talk. Try to approach each guest and thank them for coming.
- If you serve alcohol, make sure guests return home safely. Ask some friends to drive you home or hire a taxi. Also, if guests become drunk and aggressive, pull them over and ask a sober friend to drive them home.
Part 3 of 3: Planning a Surprise Party
Step 1. Plan the party as you would a regular party
Plan everything as you would for a large or small party depending on the number of guests (more than 20 to 25 people including large parties). For smaller gatherings, start planning 3 to 4 weeks in advance. Larger parties need to start planning at least 60 to 80 days in advance. Make a party list to keep you on track and organized:
- Choose a date and location.
- Make a list of invitees, decide on a theme, and hire a caterer and a DJ.
- Send invitations, plan menus, and plan additional activities (eg games).
- Buy decorations, collect RSVPs, and plan fun activities to make your friends enjoy your party day.
- Clean the room and arrange the food and decorations.
Step 2. Make sure all guests are on the same plan
Work closely with guests so they too know this is a surprise party. Call someone who lives or is close to your friend's birthday. Ask them if they have any plans for your friend's birthday. Make sure your birthday friend is not busy that day by letting them know that you will be taking them to lunch or dinner for their birthday.
Alternatively, plan your party a few days before or after your friend's birthday. Tell your friends you're going to take them to the movies or to a concert, but in fact you're throwing them a party
Step 3. Plan a distraction
In order to keep the element of surprise in mind, make sure your friends are distracted and out of the house on their party day. Let them know that you are busy, and will celebrate their birthday later. Arrange a few friends to take the birthday friend out for lunch, to the movies, to a sporting event, or to the spa. Make sure they're not around the party venue while you're putting things together and the guests are starting to arrive!
Step 4. Prepare for your surprise
Tell guests to be there 30 minutes or so before your friend's birthday arrives. If possible, ask them to park their car on another block, so your friends don't see them enter the party venue.
- Set the stage for your surprise event by giving guests a sound generator or coffe to use when your friend's birthday walks in.
- You can also ask guests to hide behind tables, chairs, sofas, etc., then jump in when your friend's birthday arrives.
- Make sure someone with a camera is ready to capture the surprise moment at the party.
Tips
- Prepare a game for dinner, such as a trivia team, a multiple choice quiz about your friend's birthday, or a “birthday mad libs” game.
- Prepare a speech or greeting and deliver it before the food is served. Thank guests for coming, tell them how you met your friend's birthday and how long you and your friend have been friends, tell a joke or share a funny story about your friend and offer a personal message about why your friend is so important and awesome to you.
- Throwing a party is a big responsibility, but if you plan ahead and divide up tasks, it will help you reduce anxiety and stress. Remember, things don't always go smoothly – keep a good sense of humor and stay flexible.
- Make sure your party doesn't get too messy. Invite your friends to help clean up before and after the party. Keep a few things in mind during the party, and clean up any spills as soon as possible.
- As a host, be happy and enjoy yourself! Your mood, as well as your friend's birthday, will affect the guests. Guests will see signs from you as to whether your party was a success or not!
- Clean your house completely, or help your friends clean theirs before decorating and organizing the party.
- Pay attention to the bathroom – check toilet paper, soap, then the toilet and sink throughout the party night.
- Make sure you have more than enough seating for your guests, and a table or mat to put food and plates on.
