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Every birthday should be marked with a special celebration. What better way to celebrate than a birthday party surrounded by your friends and family! We understand that the planning process can feel overwhelming, but it doesn’t have to be. Our guide is a step-by-step plan from your birthday party idea conception to execution.
This guide will share information for kids’ and adult parties, casual get-togethers and milestone parties. Get all the tips on venues, food, styling, and games to make the day fun, stress-free, and memorable.
Decide on the Party Type and Budget
Every party needs a style to set the mood and expectation for the event. There are four aspects to consider when choosing the type of the birthday party you will be hosting. Age (kids vs adults), formality (relaxed vs formal), style (casual vs themed) and guest count (intimate vs grand).
Your birthday party budget will play a role in the choices you make. Your budget will affect the venue, food, entertainment, activities, styling and guest count. Once you understand the type of party you want, you can break down your budget (venue, food, entertainment, activities, styling, outfit and guest count).
Choose your top three priorities, for example, venue, food and entertainment and your bottom three priorities, for example, styling, activities, and outfit. Allocate a larger split of your budget to your top three priorities, knowing you can cut back on the bottom three if required.
Choose a Date and Time That Works for Guests
Picking a date and time for your party is a critical part of the planning process, as it plays a role in guest attendance numbers. A weekend, from Friday evening to Sunday afternoon, allows most guests to let loose without work commitments the next day. A late afternoon time is also a great option, allowing guests to attend after any morning priorities and finish early for evening priorities or the next day’s work.
- For kids’ birthday parties: aim for weekends with early to mid-day timing.
- For adult birthday parties: evenings or weekend dinners work well.
Pick a Venue That Matches Your Vibe
Location is key for any birthday party. Venue options range from home, restaurant, park, or a private event space. Your budget and guest count will impact the birthday party venue.
Navarra Venues offers a range of private, stylish, and flexible event spaces for any party size and a range of styles from casual to formal. With more than just venues, providing professional services like catering and styling in one convenient location for streamlined party planning. Choose from castle, bar, waterfront, garden, classic and getaway country locations. When thinking about the best space for your birthday party, consider weather conditions, accessibility and onsite amenities. Browse Navarra Venues spaces and service options here.
Choose a Party Theme or Style (Optional but Fun)
Set your birthday party ablaze with the right atmosphere and the right theme. A theme will aid in tying together the décor, invitations, outfits and entertainment. The theme you choose will give guests an idea of what to expect at the party and create a unique atmosphere on the day.
Party theme ideas for all:
- Tropical
- Vintage
- Movie or show Characters
- Disco
- Garden party
- Luxe
- Circus
Party theme ideas for adults:
- 70s night
- Cocktail lounge
- Casino night
- Marvel
- Masquerade
- Black and white
- Glow in the dark
Party Themes for kids:
- Fairy
- Superhero
- Jungle safari
- Outer space
- Dinosaur
- Princess
- Disney
Create the Guest List and Send Invitations
It’s not a party without guests! Before you can lock anything in, you will need to create a guest list. Have a rough headcount before locking in the venue and/or catering.
Once you have your guest list and venue, it’s time for the invitations. You can send digital invitations created online via apps such as Canva and Paperless Post. If you want your party to be formal, we recommend sending printed cards. Send invitations six to eight weeks in advance, requesting RSVPs with dietary recommendations to be confirmed three weeks in advance.
Plan the Menu and Drinks
Food is always at the heart of any celebration. From backyard barbecues to birthday balls, your menu style should match your party style and theme. For formal birthdays, think about roaming cocktails, sit-down dinners and live food stations. For casual events, you can choose barbecue, grazing or buffet tables and food trucks.
Your menu will differ depending on age. For kids, offer simple food ideas, such as pizza, finger food, mini sandwiches, fruit cups and cupcakes. For adults, include cocktails and canapés.
How will you be catering the event? For most events, especially larger and formal ones, having a caterer is essential for a smooth execution. A caterer will give you more options for food, styling and presentation. When briefed, a caterer will ensure all dietary requirements are catered to.
For a small and casual event, you may choose to DIY catering. Catering ideas include simple foods such as BBQ, pizzas or a buffet-style selection of simple dishes and/or grazing boards. Ensure you are creating a birthday menu that includes dietary options, ensuring that everyone feels catered for.
Organise Entertainment and Activities
Make your party unforgettable by including entertainment and activities. Music is essential at every party to set the mood. Depending on your budget, this can be achieved through a stereo or a live performer, such as a DJ or a Band.
Ideas for entertainment:
Kids:
- Face painters
- Balloon artists
- Kids entertainment
- Jumping castles
- Live animal showcase
- Fairy floss stand
- Scavenger hunt
- Live Characters, for example, Disney princesses or Bluey
- Arts and crafts tables
Adults:
- DJ/live music
- Trivia
- Karaoke
- Drinking games
- Comedian
- Wine tasting
- Casino style (Poker, blackjack, and roulette)
- Disposable cameras
All ages:
- Magician
- Game Stations
- Photo booths
- Fire Dancers
Don’t Forget the Decorations and Details
Your birthday party venue can be dressed to the nines or as bare as you wish. The décor at your party event is what will make a statement. At a minimum, every birthday party will need the right lighting, colour scheme and tableware. Aligning these three simple things can be a win for any party. You can DIY simple styling and décor yourself.
DIY Ideas:
- Balloons
- Flowers
- Candles
- Photo display
- Signage
An event stylist is perfect for elaborate and luxurious events. Have an event stylist look after all the details and execute a cohesively styled event that aligns with your event style, location and theme. Luxe By Navarra is a complete professional event styling service from coordination, styling and floristry. Working alongside you from idea conception to execution, ensuring your birthday party is exactly how you envision it.
Plan a Run Sheet for the Day
Ensure your birthday party runs smoothly with a run sheet. Create a loose timeline from guest arrival, food, games/entertainment, cake cutting and wind down. Have a buffer time before and after your event for setting up, clean-up and any transitions. Kids’ parties should be two to three hours max. Adult parties will be about four hours, give or take, depending on the style.
Capture the Moment
Have the celebration last forever with photos. Having a photographer or designated guest to take pictures is recommended. A photo booth or a photo wall is a fun activity that creates memories and a souvenir that guests can take to remember the party. Brief your photographer to ensure key moments are captured. Key moments to brief your photographer on will be cake cutting, entertainment, activities, styling, food and key interactions with guests.
Wrap It Up with a Thank You
Wrap up the event by saying thank you to all of your guests.
For a kids’ party, send kids home with a small goodie bag or treat.
For adults, make sure you thank guests during your toast and follow up with a text or group message. When you show appreciation to others, it leaves a lasting impression on the overall event and you.
Make It a Party to Remember
A birthday party is about celebrating in good times, don’t fret over perfection and enjoy the connection that comes with a party.
This guide and tips have equipped you with the perfect outline to plan your birthday party. For an unforgettable, stress-free, seamless and elaborate event, seek professional help with Navarra Venues and Luxe by Navarra. Explore our venues, catering and styling service for birthday parties all in one place.
