10 Tips for Throwing a Terrific Milestone Party
1. Create your own planning team Even (
especially!)
if you nix the professional planner, delegation is the key to success.
And it’s essential when you’re organizing something in a foreign locale,
where time zones and language barriers might hamper planning. Designate
one dependable local individual to be your point person, and be clear
about what help you need. Galley recommends weekly then daily calls with
that person as the event draws near.
“Having help from locals in the area made all the difference in the
world,” says Sarah Berger, who planned a girlfriend’s surprise 50th
birthday party in Oaxaca, Mexico, with the help of friends who were
living in the area. “They hired a band, found caterers, invited some of
their fun friends and even tracked down the best flourless chocolate
cake in town,” she says.
2. Give guests plenty of notice Send “save the date”
announcements as soon as you have a date and place -- ideally months in
advance -- even if you’re unsure of exact details. This gives people a
chance to book accommodations, monitor airfares and take advantage of
flash sales.
3. Pick the location wisely You may love the idea of a
family reunion on a remote island, but if the only accommodations are in
an uber-expensive resort, be prepared to compromise. Because of
different travel budgets, a location with a variety of lodging options
will improve your chance of having a greater number of guests. And the
more activity options available, the more appealing the destination will
be. It may be your party, but it’s also their vacation.
Another thing to consider is weather. For example, it’s not a smart idea
to plan an event in the hurricane belt during peak storm season.
“Factors to keep in mind are the time of year that will allow full
participation, ease of travel to the location, weather and affordable
airfares,” says Earl Lizana, director of catering for the Roosevelt New
Orleans.
4. Honor the guest(s) of honor There’s a difference
between throwing a party for your 80-year-old parents and your
50-year-old friends. You might want a live band, but your parents would
be just as happy with a DJ spinning golden oldies. Make sure your
choices represent their preferences. If the party is a surprise, ask
their friends.
5. Come up with a theme Some of the best parties
recreate an era, like the ’50s or ’60s. Decorations, music and even
dress code can all revolve around a creative motif. Lizana recalls one
rehearsal dinner for a multigenerational family, held in the Roosevelt
Hotel's Blue Room, that recreated the early days of the Rat Pack, with
invitations, matchbooks and drink coasters printed with a late 1940's
theme. “The photographer wore period clothing and used a vintage camera
to shoot all the guests, who were each given a black-and-white
commemorative photo,” he says.
6. Make goody bags for guests Pick up some unique,
appropriate little gifts at a craft or discount store (or look online).
Guests leaving a party in D.C. might enjoy faux soap dishes or
toothbrushes with “White House” insignia; beach partygoers could put
flip-flops or a tote bag to good use. If your party is overseas, check
customs regulations and packing restrictions -- and never give out
favors that will be difficult to transport home.
7. Have one fun, unexpected element Whether it’s an
unannounced guest (maybe a childhood best friend or a relative from far
away), a unique gift or a celebrity performer, having an element of
surprise makes a party all the more memorable.
8. Know your budget and prioritize costs Decide what's
critical to making your celebration a success and spend accordingly.
Flowers can often send a budget through the roof. On the other side of
the coin, do spend the money for a quality photographer; the results
will help you relive this once-in-a-lifetime event.
9. Have a present plan Some honorees resist gift
registries, but when presents are desired and travel is involved, having
an online present center makes logistical sense. Gifts can be shipped
directly to the guest of honor’s home. Even if you specify “no
presents,” some people will want to give something, so consider
pre-selecting a charity for donations.
10. Make it memorable Renting a photo booth is a fun
and (relatively) affordable way to let your guests create their own
photo memories. Or hire a friend with a video camera to record
personalized messages during the party. Have a scrapbook on hand for
guests to inscribe their favorite memory of the honoree. Include a note
with the party invitations asking for photos, and urge anyone unable to
attend to send a scrapbook contribution nonetheless.
After the fact, use social media to give guests a place to put comments
and photos. (You could create a special Facebook or Pinterest page just
for the party.) This way the celebration and memories can last long
after the last guest boards a flight home.