Birthday Party Planning Tips

10 tips to planning a successful Scottsdale birthday party in 2020

Step 1: Determine a budget that you are comfortable with spending at a venue. With today’s economic climate, it is important that you have a budget in mind before calling venues.

Step 2: Determine the guest list, it is always important to have an idea of number of guests you would like to invite prior to calling venues to see if they have availability.

Step 3: Do your research, pick a venue that fits the personality of the guest of honor. Don’t be afraid to do something a little out of the box. I work at Mavrix & Octane Raceway in Scottsdale and I have done a ton of Bar and Bat Mitzvah’s for guests who were not afraid of pushing the envelope of what a traditional Mitzvah’s looks like. All resulting in a fun guest experience. Also, in light of COVID-19, make sure you know the policies in place to keep your guests safe. Along with how they are complying with federal and state mandates. Here is a great example of a thorough safety plan: https://www.mavrix.com/cleansafefunplan

Step 4: Pick a date and time. Ask the venue if they have peak and off-peak hours. INSIDER TIP: Most do, if you are on a tight budget, you might be able to get the same guest experience for less cost during off-peak hours.

Step 5: Select a venue. Select a venue you feel comfortable with that will handle all your needs. It is important that you and the salesperson have a good working relationship. Make sure all your needs are heard and questions are answered prior to booking the venue.

Step 6: Book your reservation. Most venues will require you to sign and agreement and collect a deposit to hold the space. Make sure you verify with the venue their cancellation policy, when if final guest count is due, and when final payment is due. You would be surprised how many guests do not read the event agreement. Most issues arise from guests not reading the paperwork. If you have questions, ask. The venue just goes off the paperwork and information provided, not what you and the salesperson discussed over the phone. Always get in writing, so the operations have something to go off!

Step 7: RSVP’s It is important to give the venue the correct number of guests that will be in attendance. The more notice the better. Accuracy in count allows the venue to plan their resources accordingly. REMINDER: If you have more guest show up than the venue expected, please be patient. Most venues will do their best to accommodate. They are in the business of making a memorable experience, not to make your life more difficult.

Step 8: 72 Hours prior. Confirm everything with the venue. Confirm guest count, arrival time, food drop times, etc. Make sure you have a clear understanding of how the event will flow. This will reduce anxiety the day of the event. Remember, you are the customer, and you should be able to enjoy the venue as a guest, not as party planner. Let the professional take that stress away from you.

Step 9: Show up early. It is recommended that you show up 15 minutes before your guests arrive so you can go over any final details.

Step 10: HAVE FUN! You paid for it, enjoy it!

If you have questions on how to plan the perfect birthday party, you can email me at Darin@octaneevents.com