10 steps to birthday party success

Samantha PillingEntertainment, Food and Drink

Colorful cupcakes with sparklers

Organising a birthday party can be stressful. There’s a lot of things to consider and different people to speak with if you want the end result to be a success. However, if you want to reduce that stress and make your birthday party run smoothly, you need to have a plan.

The sooner you start organising it, the less you’ll need to worry. So, with that in mind, give yourself at least 6-8 weeks prior to your birthday party date and follow these seven steps.

Decide on your birthday theme

It helps to have an overall birthday party theme. Themes can be based around something the birthday party recipient likes or that reflects their character. Alternatively, you can look online for party theme suggestions.

Set the date

Obviously the day of their birthday would seem the most obvious, but that isn’t always the case! Many people opt for a weekend before or after their birthday, to enable their guests to let their hair down and enjoy a drink or two.

Stick to a budget

It helps to have a good idea of what you’re looking to spend, prior to organising anything further. This will help you narrow down your remaining choices and available options.

Choose your venue

You need to choose a venue that is suitable for the type of party you’re looking to find. It’s also worth seeing what other options are included in your venue choices – as many will have packages that include catering and music etc. This may initially sound like the more expensive choice, but it will help cut down your work and it makes it a lot easier to keep track of all the moving parts.

Decide on the guest list

You want to give your guests as much notice as possible, so once the hall is booked you’ll have a clear picture of how many people you can invite. Draw up a list of everyone you want and need to invite.

Send out invites

It’s important that you get your guests to RSVP, so you have a list of confirmed attendees. This will help you confirm catering numbers, as well as giving you wiggle room if there were people you initially had to leave off your invite list, due to room capacity.

Book the entertainment

All parties need music, so now’s the time to decide if you’re getting in a mobile DJ, band or opting for your own recorded music. If you’re looking to hire any other entertainment (such as magicians or comedians etc), get those booked and in the diary now.

The birthday cake

Of course, you need some form of birthday cake at the party! This could be something you make yourself or ordered from a cakemaker. Just remember to give the cake maker ample notice period and a rough idea of how many people you’re looking to cater for.

Decide what catering requirements you may have

Food and drink help a party go with a swing, so discuss your catering requirements with your venue’s coordinator (if you’re opting for in-house catering). If you’re bringing in outside caterers, make sure you give them your overall guest number, along with any dietary requirements and if they need to provide additional options for children.


Finally, remember decorations make or break a party atmosphere, so you need to get these on point. If you’re going inhouse, they may be able to provide and/or recommend suppliers. If you’re organising this alone, rope in some friends to help with this part of the plan. Not only will it lighten your load, but it’s also always good to get insights and suggestions.

By having a plan in place, you not only ease the stress of organising a party, but you also cut back on any overwhelm. And, once you’ve worked through these 7 steps you’ll be able to sit back and relax until the party.

Whatever your occasion, we have a wide selection of packages to suit your birthday party needs. With sit down and buffet food options, a choice of room sizes and a host of experience, why not give us a call on 0208 385 3103 and see how we can help you get your party organised!

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