Large Party Planning

1. 1. Logistics – If it’s a big gig, do you need to hire party equipment? What if it rains or it is really hot? Consider a marquee or shade tent. What about parking, bathrooms, and where to throw the coats? How about your pets? Is anyone allergic to your cat? Is your dog afraid of crowds?
   2. Hiring help – Are you planning to work throughout your party, or do you want to be actively involved with your guests? If all that work sounds like it is not a party anymore, consider hiring help. If kids are coming, keep them entertained. Book babysitter/s or children’s entertainer/s so that the adults can also relax.
   3. BOOK EARLY -. If you want to book large party catering, book as soon as you have your date. Just like party hire companies, caterers have limited staff, resources and equipment available. At Party Food Melbourne, we appreciate that you will not know your final numbers until closer to the date but caterers do need to manage their event diary too.
   4. Decorations – Your budget will be your guide, but there can be elegance in simplicity. The more crowded the space, the less or more important the ambience. For a large event, either go big or go simple.
   5. Entertainment – Music sets the mood, so think about this in advance. For a large party, check that your audio and sound system will be sufficient. Low key and large scale options can be provided. Is your dance floor big enough? If you have a rambling or oversized space, game or activity zones can break up the space and remove that feeling that you didn’t have enough guests to invite.
   6. Get advice from experienced event suppliers – and give them everything you have – Any supplier that we use knows that they (we all) are part of your Success Team on the day. The more we all know about your plans and wishes, the easier it is for us to achieve these specific goals.
   7. Invitations – Send your invitations four weeks ahead of time (six-eight weeks ahead for major holidays). The more details you give, the better. Some wedding couples set up a webpage with all of the detail, which has been great with all of the recent uncertainty around gatherings. Include a map, how and when to RSVP, and a request for special diet so there are no surprises on the day.
   8. Your RSVP list – Add a column to make a note of the food requirements needed for our large party catering service. There are many specialty food alternatives available these days. Make sure the caterer knows well in advance.
   9. Surprise! – If your event has an element of surprise for your guests, please make sure you clue in the event suppliers! We love surprises, but not on us. If you advise your suppliers in advance, they can prepare. They may need to adjust timings, the flow of service, their involvement, equipment, arrival or set up. There is also nothing worse than a well-planned surprise that is spoilt with an innocent comment passed on at the wrong time.
   10. Event waste – many venues do not allow you to leave the rubbish behind. You need to be clear on whether this is part of the service. If your car is full of gifts or guests, how will you remove the rubbish? At Party Food Melbourne, we have solutions (of course). Please ask our team.

Large party planning tips for beverages and bar set ups

Beverages for a large party need careful consideration, too.

Sometimes the little details can get lost when you have larger scale logistics to navigate. Let us help!

1. The bar – Consider hiring bartending staff.
2. Pre-mixed real fruit cocktails, mocktails and fruity punches – these are another great time-saver. They can reduce the workload of the bartender/s, and can be placed in a different place to reduce bottlenecks so that your guests have easier access to drinks. Don’t forget, our fancy drinks are not just for the adults. Our fruity punches are a real treat for your younger guests. Healthy too!
   In at. This and are self-serve and add a ‘punch’ to your beverages offered (excuse the pun).
3. Signature cocktails – For a smaller gathering, make one or two signature cocktails in a jug. Beer and wine can be self-serve.
4. Recycling – A large part of bar service is the clean-up and recycling. Don’t flatten your wine cartons – they are ideal for refilling with empty wine bottles for the recycling bin. And, plan ahead for removal of your recycling during the party – from the guest/bar area. Bar tenders normally take care of this. What comes in must go out, so plan for how you will get everything recycled.