Are you looking to celebrate big this year as you take another lap around the sun? We got you. Party planning can be overwhelming and stressful, especially if you don’t know where to start, which is why we took the initiative to make an ultimate birthday party planning guide so you can have your cake and eat it too. Whether you’re looking for luxury event venues or something more down-to-earth and intimate, we have a space for you.

1. Plan Ahead

When it comes to planning events, you always think you have more time than you do, which is why we always suggest planning ahead well in advance. Starting to plan 2-3 months out is a reasonable amount of time to stay organized and host a party you’re proud of.

2. Set a Budget

Creating a budget will help you spend within reason and help parse out some of the other details of your event. We always suggest splitting your budget into buckets to make it easier as you’re managing the venue, catering, pop-ups, décor and so forth.

3. Choose a Venue

Once you set your budget, you will want to look at venues for your private party. With over 23 different venues in Los Angeles and Orange County that we work with directly at Piovra Group, we have everything from premium rooftop event spaces to modern and industrial warehouse venues. No doubt, we can find you a space for kids’ birthday party & an adult's birthday party, that emulates exactly what you have in mind for your party.

4. Adding in the Details

Now that you have decided on a budget and venue, you will want to start adding in the details that will bring your party to life. What will the theme of your party be? This will determine dress code, activities, catering, etc. What is the date and time of your event? Will you be buying all the décor or DIYing? How many guests will you be inviting? These are the details you will want to take time to consider as you’re planning out your event.

5. Book Entertainment

Deciding on entertainment and activities for your party will also be crucial when planning. Often you will need to book things out in advance to make sure they are available. For example, if you plan on having live music, is the band available? Or if you want to have a photobooth, does the vendor have one available the day you are planning your party? The activities you choose will help keep your guests entertained and happy all night long.

6. Send Out the Invites

We always recommend sending out your RSVP’s a month ahead of time, so people have time to coordinate their calendars. Too far ahead of time and people will forget about your event. Too close to your event and people will already have plans. Making sure you’re in that sweet spot will ensure the best turnout for your party.

7. Place Catering Orders

Two weeks before your event, you will want to call the catering companies to start coordinating your order. If you are throwing your party around other popular holidays, it may be wise to call even earlier. The catering company can give you a realistic timeline of when to place the order based on what the food items are.

8. Day Before Details

The day before your party, you will want to visit the venue and set up as much as you can beforehand. Reviewing final décor pieces and making sure all moving parts are in place will save you time and stress the day of your event.

9. The Day of Your Event

It’s showtime! Make sure you’re front and center to greet your guests and be a part of the event itself. Guests love to see their host and spend time enjoying the party together. Once the party is over, having a cleaning crew to help you clean up will make the end of your event as stress free as possible.

We hope this guide will help you as you begin planning your birthday bash. At Piovra Group, we are always happy to be a part of the party planning magic, whether that is helping you find the perfect venue, or plan the whole event from start to finish. We will make sure your event is a success.

Frequently Asked Questions (FAQs):

Q: What if I have no idea where I want to host my event?
A: Then you’re in good hands. With over 23 different venues we work with directly, we have no doubt we can find you a space that you will love.

Q: If I haven’t decided on a theme, is that something you can help me brainstorm?
A: Of course! Bringing a party to life with the creative concept is one of our favorite parts of the process. We are more than happy to help you come up with a theme and to execute on it as well.

Q: Do I have to hire a cleanup crew, or will the venue have one?
A: We have seen both! A lot of times the venue will have a team that can help cleanup, however, if they do not, we are well-networked within the event space and are more than happy to help you find a team for cleanup.