Nothing matters more than creating memories with the ones we love. Some of us get anxious at the thought of planning an event and making so many little decisions. It is time consuming, expensive and it can be overwhelming. No wonder it's hard work! It requires a certain skill set in cooking, crafts, coordination, hospitality etc... While it may be hard for some, there are people who delight in decorating and displaying delicious foods. (That's us!) So, regardless of what kind of person you are, follow our tips below to make your event as unique and special as you are. Remember, it's more than okay to ask for help :-)
"Gathering to celebrate is not something frivolous but a deep, human need." Who Is It For? First, let's get something out in the open. People are essentially what makes a party successful. If there is real love, interest, gratitude and the desire (and ability) to engage with others, your party will be a success; even while keeping things simple. You can have a magnificent set up with great food and decorations, but if people don't really connect well, it will not be a real "success".
When planning a party, you want to consider who it is FOR. While the answer is obvious: the guest of honor, you also want to consider your guests. "People are different and like different things." Tip #1 make sure there is a little something for everyone. While your 6 year old may love the idea of a candy cake, if that is all you offer, grown-ups most likely won't like it. If all your games are silly, some people who are more reserved may choose to abstain. You get the idea :-) For a coffee theme we did, the host wanted all flavors of crepe cakes that pair well with coffee. We love that she picked familiar flavors like Oreo and Nutella and that she was daring enough to try something new like a coffee crepe cake. Everyone was happy!
Choose the Unexpected.
Most of us like to think that we are unique and therefore, we do our own thing. Yet, reality shows that we like to follow trends. It's comforting. So, we choose color schemes that are standard and we do the usual stuff: balloons and backdrops. We stick to food that is familiar and we buy decorations already made and easy to find. We believe a memorable event has its own vision which requires a bit of creativity. So, think outside the box and add your own personal touches. Create some of your own decor, use different containers, make unique color associations etc... You don't need to create everything from scratch and some store-bought items are okay. Mix and match items for a unique effect. Ask your friends to help you and start early. Guests will remember the unique touches and they will go a long way. Tip #2 make sure you have a personalized approach with the decoration, the food and the activities.
Is It Too Much?
You've heard that less is more. Most French people would agree with that.
They like to use quality items and focus more on the food than the decorations.
Americans tend to go all out for important events like weddings. This is understandable. However, we believe that to create the best effect, we need some empty spaces to bring balance and a nice flow. (No, you do not need multiple backdrops with balloons up to the ceiling.)
When setting up your tables, make sure there is room around the dishes. Don't overcrowd your tabletops and counters by decorating every inch or adding too many tall floral arrangements that hide guests. This usually creates fatigue to the eye and everything will blend together. You want to create focal points and ensure a good flow. Instead of trying to fit everything on one long table, use smaller tables spread out in the room. This will ease the service as well and reduce lines and waiting time. In that same spirit, refrain from buying plates, cups and napkins with the same print as this creates redundancy. Rather, mix and match items. We like to blend bright colors and prints with neutrals. For this coffee event, we skipped the floral and only used greenery, coffee cups, mugs and espresso beans. Tip #3 make sure you leave some empty spaces.
What to Serve?
The menu is a really big deal... or is it? A French person will go to a big expense to offer food that is made from scratch and well-presented. Most Americans are more informal in their approach. We have seen a few busy American moms who set up a dessert table without baking anything! The advantage of making the food is usually better quality and taste. However, the logistics can be complicated so, anywhere in the middle is fine.
We definitely like to have some dishes that are familiar while offering different flavors, shapes and colors. You can use food as decoration and try to match some of your food offerings with the color scheme of the party. We do that all the time!
Moreover, try to include some gluten-free, dairy-free and vegetarian items if possible.
More and more people have restrictive diets and they are often excluded.
We want to have something for everyone, remember?!
We also recommend making smaller sizes to fit your budget.
The goal is not to feed people a full meal but to give them a foretaste. Ideally, you want them to have just enough to keep them engaged and energetic.
Tip #4 make sure you have enough variety to fit most tastes.
What About Beverages? Beverages often end up at the end of our to-do list. We give them too little thought. Yet, this is a major oversight as some people will drink more than eat. As we do with food, we can use beverages for decoration. Decorate the rim of glasses with colored sugar, make ice cubes with flower petals or fruit, play with syrups and juices that match your color scheme. Again, you want to select a few options for your guests: 2-3 sounds good to us. They do not have to be complicated. If possible, choose some nice, quality glassware whether paper or glass. The container sends a message about the content. Never fill your glasses to the top as this helps to avoid spills and make your beverages last longer. We love the combination of infused water, iced teas and fruit juices.
Tip #5 make sure you limit overly sugary and carbonated drinks as they hide the flavor of food (and make the stomach full.)
When Should I Start Planning?
If you need a large venue, you should start looking very early. Sometimes up to a year (or more!) prior. We do not recommend starting earlier than that. Do not forget to set a budget! A great event does not need to be overly expensive but you will need some funds. Having a financial limit and a space in mind will give you more focus and clarity.
Next, you can choose a theme or a color scheme 4-6 months in advance. This will give you time to add a personalized touch to your decor, invites...
Then, you can start thinking about your set up and menu. Think both about what you want based on the space and the number of guests.
Get some inspiration and remember to be realistic with your abilities, budget and time. Start asking for help and gather supplies.
We recommend you put your thoughts down as early as 3-4 months before your event.
This will free some of your brain to focus on planning and execution.
If you use a caterer, check first what their terms are for reservation and such.
1-2 months before the event, you should focus on food and beverages. Evaluate your progress regularly. It is more than okay to simplify things as you go and let go of some ideas that complicate your life. You are not failing! Stay flexible and keep the most important things in focus: people.
Tip #6 make sure you plan early enough and adjust your plan. Organizing a special event for your guests is a beautiful gift. You are creating meaningful memories. This is worth the work you put into it. However, we believe the process should be enjoyable more often than not.
If the idea of planning an event leaves you with stress and anxiety; contact us! We love helping people plan a memorable event and have multiple, quality tabletop items you can rent. Whatever you decide to do remember that people will cherish the memories and your efforts will never be in vain. We hope your labor of love will be filled with joy too! We are here to help you and are cheering for you.
Send us the details of your upcoming event via email at contact@oohlalacrepes.com
What was a memorable party that someone organized for you? Share with us in the comments below.