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2. SELECTING THE DATE AND TIME
This is the second logistic element of importance for party planning, whether it is a birthday party,
an anniversary party, wedding party or retirement party.
Birthday Parties:
Plan to celebrate
birthdays on the actual date. If you need to schedule it on a different day, choose a time after the actual birthday date. Why? Birthdays
celebrate our acheivement of "making it through life to a particular level". If you have ever had that feeling of "I can't believe
I have made it this far" or "I don't know where the time has gone", you know the emotional rush that happens when we reach
a certain age or plateau in life. To celebrate prematurely steals all the excitement of the day. Celebrating after the fact is OK, but
not quite as exciting.
Wedding Parties:
Until recently I thought wedding reception parties occured on the day of the wedding, but now I know different. In today's fast
paced world, the level of adrenalin flowing at the wedding ceremony often puts the newly weds into a state of overflow. There
is a growing custom today of scheduling the wedding reception at a later date when emotions have settled to a calmer state.
Newly weds can enjoy the reception party as much as the guests when the event is scheduled after the wedding and honeymoon
are history.
Last
month I attended such a reception held about 5 weeks after the actual wedding. It was well attended by family and friends,
having representations spanning 5 generations in each of four family lines. The setting was an
informal, Sunday afternoon and evening, summer backyard barbeque
with covered dishes, cake, coffee and soda. The ages of the guests ranged from 3 months to 91 years old. For entertainment,
a Disc Jockey played music while others played volleyball and still others sat and talked about the "good old times". Several sets
of digital cameras were on scene to adequately record the festivities and get the guests into the proper groups for the "Kodak
Moment" shot with Sony or Minolta cameras. Well, there were a few Kodak's and HP's, as well.
I will be attending another wedding in a few weeks that will be followed immediately by a tea at the bride's home. With our
ability to be mobile, a tea seems like an absolutely perfect solution for a gathering because most people live within a three hour
driving distance. And those who come from a greater distance, usually find accommodations at a variety of hotels and inns.
Did you ever have a problem deciding what to give for a gift? I just love the Bridal and Gift Registry service of stores today.
From the convenience of my Florida Room via the laptop, I can browse the Wish List for the Celebrant and fulfill their wish
simply by placing the order. No more occassions of "three sets of juice glasses and no dish towels" with
this system. I love it!
* Avoid Double Booking with local events and annual family gatherings.
Nothing is more disappointing than to discover three months into the party planning cycle that the
date selected conflicts with a football bowl game or a massive city celebration or an annual family gathering.
And, of course, about one-third of the guests are dire-hard football fans with some holding tickets for the bowl
game already. About 10% of the guests are already involved in the city celebration activities. And other 5 - 10%
have already booked hotels in other communities for family reunions.
* Lock in a Lunch or Dinner food selection by chosing the appropriate time of day.
The type of meal served will be influenced by the time of day for the event. Late morning through mid-afternoon
lends itself to serving a lunch type menu, whereas mid-afternoon to early evening suggests a dinner would
be more appropriate. Keep in mind the time of day will influence the food and beverage selection. If the party
is scheduled between 1 pm and 4 pm, be prepared for no major meal and just peanuts and snacks.
* Be considerate of out of state guests.
Be considerate for those who might be travelling from out of state. If at all possible, schedule it at a time when
they can easily attend. But most of all, when selecting your date and time,
try to anticipate possible schedule conflicts.
3. DETERMINING THE GUEST LIST
This third logistic element can sneak up on you!
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