Organising A Party: What You Should To Know
Organising a party may seem a little intimidating, however it doesn’t have to be. Read these tips below on what you need to know.
When should you start preparing?
How soon you should start the preparations generally varies from the type and size of the party. Mega parties can take up to one year to organize, while smaller club events will only require several months. Open-air events and spontaneous private parties may, however, only require two-days preparation time.
A significant chunk of these preparations goes to the club scene, and especially if looking to have some good music and a DJ, among other factors. You might also want to talk to the DJ, to see if/when he/she will be available and make bookings on flights and accommodation in advance. All these will, of course, depend on how much you wish to spend on the party.
Factors to Consider When Choosing A Venue
Most club owners will want to share the profits, with many letting you, the organizer, to keep the money collected at the door, while the club gets money made inside the bar. This is what many refer to as a door/bar deal. Check to see what the owner has to offer before picking the venue. Reputation also matters a lot in many of these venues. Many reputable clubs/venues will have numerous regulars hence quite challenging for the owners to offer the door/bar deal. This might not be an issue, especially if fun is all you are looking for. Going for an unpopular yet strategic venue might, however, work in your favor.
Many people will want to try out the new ‘joint,’ meaning masses could turn. Unlike already established venues, you have to do all the hard work to market the venue. The hard work, however, means extra pay – this is because the owner will probably charge less, and more people will attend. Its location matters a lot too. You want to choose a venue where guests can come and leave at will without struggling to get a cab or public transport. Ample parking ground within the venue would be an added advantage.
You will need a contract drawn detailing everything about the party. The contract should outline agreements and the cost of everything ranging from rent, cleaning, lighting and sound system, as well as security. How long the party will last is also subject to discussion with the owners as well.
No good party is complete without a good sound system. People will want to dance to good music, which is why you need to be sure of the quality of sound and lighting equipment the host can offer. Some venues will provide a good sound system all within the package, or at a small fee. You might, however, want to hire a professional and high-quality sound system if looking for the best experience with minimal disappointments.
When choosing a venue, consider UK marquee hire for added flexibility and a unique atmosphere. Marquees can transform outdoor spaces into custom-designed venues, ideal for both large and intimate events. They offer control over layouts and can be set up in various locations, providing a scenic or unconventional setting. However, it’s essential to consider weather, amenities like power and restrooms, and the need for additional equipment such as heating or air conditioning. A marquee is an excellent option for a personalised and memorable event experience.
How Do I Find A Good DJ?
A DJ plays a crucial role in the party, hence should be able to keep everyone entertained. Finding a good one can, however, prove daunting and especially if you don’t know one.
While it might be tempting to compile a playlist yourself, you are better off hiring a professional DJ. Professional DJs not only understand the entertainment scene much better but also know how to please various types of audiences.
One way to find a good DJ is to look for someone who has been in the industry for some time, and good at what he/she does. You could also hire an internationally known and sought-after DJ if your budget allows it.
Some of the local DJs might prove worthy without the extra booking and other expenses that come with international DJs. Be sure to contact the DJ in advance, just in case he/she has other gigs.
When and How Should You Start Sending Invitations?
Most organizers will start advertising/promoting their events 4-8 weeks to the D-date. Some, however, choose to wait until the final day to advertise their event, hence the surprise factor.
Take into consideration all the risks involved, and especially your target group, when deciding on the right time to start advertising the event. You can use anything from posters, flyers, online newsletters, announcements in online platforms, ads in magazines and newspapers, and TV adverts to promote your event.
Be sure to provide a theme for the party, as well as directions if holding the event at a new venue. Social media (Facebook, Twitter, etc.) might be the perfect platform to run advertisements, especially if targeting a specific group.
What Drinks Should You Offer, And at How Much?
Proper planning is required when it comes to drinks and any cocktails to be offered. You not only need to know what drinks you will be serving but also how much you will charge per person.
Many are times when drinks will be sold out even before the party starts, forcing the guests to look elsewhere. You can, however, avoid this by buying more than enough stock (on commission) early in advance.
You can make your calculations based on the number of guests expected. It would also be advisable to request quotes from various suppliers and compare prices before settling for one. Have the other supplier’s contact details ready, just in case.
Do your research on drinks that can produce the highest turnover without upsetting the guests.
What About Decorations and Lighting?
What decorations to use depends on the theme and type of party. Other than that, you’ll definitely need a lighting system to get the job done. Some parties will do just fine with a simple fog machine and a stroboscope, while others will require something a little more stimulating.
High-end parties might see the organizer invest in some of the best/expensive LED systems, among other decorations from Premier Glow, just to keep the guests happy. The idea here is to ensure everything works as expected.
What About the Dance Floor and The Volume of The Music?
Where the dancefloor will be, depends on the venue’s layout and if it can be changed. Some venues, especially outdoors, will allow for adjustments, while indoor venues may have a specific and designated dancefloor. You also need to be mindful of the sound system and the ideal volume for optimal sound. One way to ensure the sound is neither too loud nor too low is by having a sound engineer set it up.
This way, the residents there won’t be disturbed by the noise, hence no clashing with the authorities. It would also be a good idea to let the local police know about the event in advance too. Many people go to parties to listen to good music, experience good sound, enjoy life, and enjoy the company of other people.
Having the sound system set just right can help ensure they go back home with a smile on their faces.
