Creating an attractive space is essential to setting the right mood for any party! The right planning can change the dynamics of a party and make it memorable at the best party venues in Melbourne. Effective party planning creates a seamless and enjoyable experience for both the host and the guests.
A poorly managed party can as easily be stressful and embarrassing; hence, being organised and well-prepared for anything and everything is necessary. In this event planning guide, we will walk you through the process of planning a great event with the right precautions and the right approach.
Organise the best party in town with the checklist below
Event planning might seem challenging, but it’s all about following the right guidelines:
1. Choosing the right venue
Choosing the right party venue Melbourne is as important as inviting the chief guest; it can literally make or break the success of your party. Consider the following before choosing a venue:
- It is advised to plan the event at least 4 to 5 months before to make sure you do not miss out on anything and nothing has to be arranged at the last minute.
- The best strategy is to not choose a time that is around school and college holidays since during that time all birthday party venues and party spots charge rocketing fees.
- Make sure you keep track of the National and international
- Check that your VIP guests and other participants who would be speaking on the stage are available.
Besides these general precautions to consider before choosing a venue, here are some of the essential factors you must consider:
What should I look for before choosing a venue?
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Size
The size of the venue is crucial and would solely depend on the number of guests that you plan on inviting. Consider the kind of activities that you plan on conducting, as this will help determine if you need separate rooms.
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Location
Location is prime; you don’t want your guests to get stuck outside the party hall looking for a parking spot or queuing in front of the washroom for hours and regret not choosing the right party venue in Melbourne.
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Accessibility
The venue must be easily accessible and should contain all accessibility factors for all kinds of people, for example, a lift for the elderly, a ramp for the handicapped, and special parking for the disabled.
2. Establish your funds.
Calculating the average spend and determining the total budget for the party is crucial before even beginning planning. A clear and precise budget can help narrow down the exact amount that has to be invested in making the party a success. The main cost-cutting that can be done if you wish to still throw the dream party but cannot seem to fit it into your budget is:
- Venue
- Entertainment
- Decoration
- Staff
- Miscellaneous
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Venue
This might be the most expensive investment on your list and would require you to choose from different options before finally settling on one that meets your needs. Often, there are instances where a location that fulfils your needs might not be available at the time that you wish to throw your party. Hence, finding the right venue is one of the very first challenges that you face when finding venues in Melbourne.
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Food
This point is essential, as it can make or break the perfect party. Even if there were parking problems, lighting problems, or the decoration didn’t match the seating, everything would be meaningless once the food was served. Food must be good and not in too much quantity. This ensures that there is zero waste of food and money.
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Decoration
Spending less on decoration is advised, as you cannot invest in other things if you decorate your party venue with fancy decorations and exotic flowers like you always wanted to. Once you know your estimated budget, it becomes easier to determine how much you will be spending on your party decorations and birthday party venues in Melbourne.
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Staff
This category is optional, depending on how much you can handle without having a mental breakdown or messing things up. It is recommended to always have someone to clean up the dishes or handle the mess that comes with partying and being the host. This is where you can cut costs by asking your friends to help out.
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Miscellaneous
Even if you plan out everything for your party, there are chances that some last-minute purchases have to be made. Hence, having emergency funds is necessary when planning a party. To not get caught up in an unknown expense, be prepared.
3. Create an event plan
Update a document to mention every little detail about the party that you are organising, along with the party venue in Melbourne.
Keep this document updated at all times and share it with the entire team to make sure that everyone is on track. This event plan must have everything in sequence, and all parts of the event must be built out of this plan:
- The starters and events in the beginning
- Details of every purchase, timing, and other details
- All activities
- Printing and signatures that might be required for permission
- Invitation list
The main objective of having an event plan is to save time answering people’s questions about the event. Anyone with a question should simply refer to the sheet and find their answers to venues in Melbourne.
4. Food
This point is essential, as it can make or break the perfect party. Stick to one single cuisine or a simple menu, but make sure you do your research right and do not compromise on the quality. If managing the whole menu is a challenge, make sure that you consider hiring a catering service.
If you are a fan of spices and flavours, Indian food is a must-try. Make sure you do a background and quality check on the catering service that you hire, as not all catering services are fully reliable. The best birthday party venues in Melbourne have their own catering services, but if you wish to have your own and trust them better, then that would be your call.
Get set and party!
Planning and organising a party venue in Melbourne or event may seem challenging and, at times, overwhelming. It is essential to remember that going one step at a time and arranging things beforehand will help you a ton in the last-minute run for errands.
Even if you consider yourself the ultimate host, it is important that you consider hiring a catering service and, of course, some people on your team. Understand your objective and stick to it. Problem solving takes a calm mind, and the golden rule is to stay calm and follow the rules. Not all parties have to be luxurious; a party can be organised well within a limited budget without much hassle.
