Party Planning Tips

Plan ahead

The first thing you need to do once you decide to throw a party is make a list of everything you need to do. A good list is a life saver in the hectic hours leading up to a party. Next you have to prepare a schedule of when each task must be completed. Once you have decided on the menu, read through all the recipes to make sure you have enough time to prepare everything, and then make a grocery list. Remember there are other things to do besides cooking in the final hours before the party. Schedule time in for YOU to shower and dress and look fabulous – and don’t forget to light the candles and turn on the music!

Don’t overdo it

Keep the scope of the party manageable. You simply won’t have a chance to enjoy your own party if you take on too much. If you don’t want to spend all your time in the kitchen, don’t plan on preparing nine different hors d’oeuvres. Do not overwhelm yourself. The planning and preparation for your soiree should be F-U-N. If you want to throw a big party but don’t want to prepare and organize, hire Lion’s Eye Catering. We’ll take care of the details for you.

Keep it simple

The simplest of choices if often the most elegant. Remember to incorporate your own style, but don’t go overboard. Less is better. Your guests are coming to your party to visit with their host and each other, to enjoy lively conversation and laughter, and to savour some fabulous food and drink. With food, as with everything else, simple is fresh, seasonal, and unprocessed.

Relax

The most difficult thing for almost any host to do is relax – which is why many people hire Lion’s Eye Catering to throw parties for them. Always take a moment, no matter what you still have to do, to sit down and have a cocktail just before your first guests arrive. Many first guests are happy to help with last-minute tasks. Ask them to serve hors d’oeuvres or greet other guests at the door – which is also a great way to encourage introductions!

Thank you all so much for the amazing job you did for Glen’s 60th birthday party. The food was wonderful but even more special was the presence of the four of you. You totally added to the atmosphere of the party. – Darci & Glen McArter

Enjoy yourself at your own party

Here’s the bottom line: Your job as a host is to help your guests enjoy themselves – and they simply won’t have a good time if you are not having a good time. Once your party gets started, forget all the lists and schedules you prepared and focus on your guests and having F-U-N. Everything will fall into place as it should. Really!

Outdoor parties

Note on your invitations that the party is outside so that your guests can dress appropriately. Keep some shawls and throws handy in case anyone gets cold. Have plenty of citronella and lavender candles around to keep the pesky bugs away. And always have a contingency plan for poor weather.

Paper or plastic?

Using glassware, silverware, and linens makes every event that much more special. Plastic cups and paper plates are the demise of the elegance and sophistication of cocktail parties and fabulous hors d’oeuvres. Paper cocktail napkins are acceptable but, whenever possible, treat your guests to linens.

Miss Monica’s attention to detail is very impressive. The quality of the food, the service, and all of the special touches made for a memorable event. Lion’s Eye Catering simplified my job as host, and created an atmosphere where my guests felt at home. Bravo! – Davender Gupta, Entrepreneur and Leadership Coach

Who should I invite?

This depends on what kind of party you want to throw and the space you have available. A party must never feel empty, but guests should be able to sit if they want to or at least move freely throughout the room(s) – and they should never have to wait to get a drink. It’s best to invite a cross section of friends, since new introductions are key to any fabulous party. Invite people who don’t know each other. Mix it up. And be sure to ask your guests to RSVP. Send the invitations out two weeks in advance and ask for a response one week prior to the date of your event.

Music

Music is one of the primary means to set the mood of a party, so choose it carefully. The music should generally progress in volume with the evening. Place the speakers outside of the seating area so people can chat.

Bathroom details

Provide your guests with a room to relax and freshen up in. Place a vase of flowers and scented candles in the bathroom. Supply breath mints, hand towels, extra toilet paper, and feminine hygiene products, as well as a light spritzer. Another great offering for your guests are disposable toothbrushes.

Atmosphere

When thinking about atmosphere, consider appealing to all of the senses:

  • VISUAL: through lighting, flowers, fabrics and glassware
  • TACTILE: through fabrics, linens and pillows
  • SMELL: through flowers, food and scented candles
  • AURAL: through music and the sounds of food and cocktail preparation
  • TASTE: through food and cocktails

Loved not only the food, but the people serving were wonderful – really contributed to the event! And Monica’s suggestions for setup and ambience were very much appreciated! – Lara Jean, Social Opportunities

Lighting

Dim all the lights and use candles to make the room glow. Light the entrance to set the tone for the party as your guests arrive. Tip: To slow burn candles, cool them in the refrigerator for a few hours before lighting.

Miscellaneous details

Most people are more comfortable (and confident) when they are able to keep their footwear on. For woman, their footwear is very much a part of their “assemble.” Be sure to state on your party invitation that indoor footwear is allowed. If you’re worried about rain or snow, it’s perfectly acceptable to emphasize that guests should bring “indoor” footwear. Your guests will appreciate it!

If you are hosting a cocktail party, the majority of your guests will begin showing up approximately 45 minutes to an hour after the stated start time. Very few people want to be the first to arrive.
If you have animals living with you, you may want to consider asking someone to look after the pets the night of your party. After all, not everyone is an animal lover – and some people may also be allergic.

How much food and alcohol should I have?

The answer depends on the number of people you are hosting and the lavishness of your spread. Know that if you are setting a buffet table, people eat more when they serve themselves. Tray service allows all of your guests to enjoy the food being offered and helps maintain the “flow” of the party.

Generally, it’s safe to estimate that each guest will consume 5 hors d’oeuvres in the first two hours and 3 hors d’oeuvres each hour afterward. For a group of 10 to 15 people, prepare four varieties; for a group of 15 to 25, offer six hors d’oeuvres; offer a selection of seven or more for groups of 25 plus.

Pick your potion and have plenty of it on hand. Assume three drinks per person for every three hours, but always have extra on hand (see chart below). When serving wine, have at least two varietals of red and white – e.g., chardonnay and viognier for white, and a pinot noir (light red) and a shiraz (heavier red). Plan on each guest trading in a dirty glass for a clean one at least once. Always have plenty of water on hand as well, along with some non-alcoholic options (pop/juice/punch). Post a cab company’s name and phone number near the bar, and always encourage responsible drinking on your invitations and throughout the evening.

Your team did an outstanding job of the evening. Most pleasant to work with and we would not hesitate for a moment to highly recommend your catering company. Many thanks again and best wishes to all for a Happy New Year! Vicki and Michael