With the holiday season around the corner, many people are turning their thoughts to planning and hosting parties and special events with their friends and family members. There’s nothing better than reuniting with those you love and enjoying some good food, good music, and camaraderie.
However, well before you get to enjoy the main event, you must plan and execute the perfect party. While it can be a lot of fun to plan a party, it can come with some stress as well, especially if you plan on hosting your party in an outdoor event venue.
Weather can be unpredictable, and if you suspect that you might be dealing with rain or other inclement weather during your event, it’s a good idea to have some options in your arsenal. This helpful guide will walk you through the ingredients that you need to pull off an unforgettable event, as well as provide you with some suggestions for remaining flexible when the weather refuses to cooperate.
The Main Ingredients for a Fabulous Party
Everyone’s idea of the perfect party differs. Still, there are a few things that almost every good party will have, whether you are planning on hosting a casual BBQ bash or throwing an elevated holiday event. Let’s look at the main ingredients that you should take into consideration when planning your special event.
1. Ensure That You Love the Theme
Maybe it goes without saying, but if you want to throw a party that has a special theme, you should make sure that you love the theme in question. Experts agree that parties and special events tend to go more smoothly when the host loves the elements included in the party.
For example, if you don’t like Western-themed clothing or decor, you might not want to host a Western-style party. This could also be something as simple as including your favorite signature cocktail or menu item in the party so that you can share a little bit of what you love with the party guests.
2. Stay Flexible
Whether you are throwing a grand event that involves hundreds of people or planning a low-key party with your closest friends, you can count on one thing – something will likely go wrong at some point in the process. Your caterer could forget one of the side dishes you ordered, the cake could arrive late, or it could rain on your outdoor barbecue.
When this happens, try to go with the flow and not get hung up on these details. After all, your guests probably don’t even notice these small glitches, but they will notice if you seem upset at the party. Remaining flexible is a great way to ensure that everyone has a great time on the day of your event.
3. Keep Track of Attendees
These days, many hosts keep track of their guests through event links or social media invites. Whether you prefer to keep track of party attendees this way or by mailing out and collecting charming paper invitations, maintaining an ongoing roster of party information can help you stay organized and aware in the days leading up to your party.
By keeping track of everyone attending your event, you will be able to ensure that you have enough food, drinks, and other party items to accommodate everyone. Of course, it’s always a good idea to plan for a little bit of extra food and drink in case you have last-minute attendees.
4. Don’t Forget the Lighting
The right lighting can enhance and improve the mood of your party. If your event will be hosted in the evening hours, lighting can set the scene with a beautiful twinkling backdrop glow. Think outside the box when it comes to lighting that will fit the feel you want for your event. For example, string lights can lend a beautiful sense of enchantment to your event, while old-fashioned options like candles and lanterns can charm your guests and get them talking.
5. Include Music
Music can help set the mood for a fabulous event. It can also be a great conversation starter, as guests discuss their favorite songs and artists and discover new ones as well. Try to set the tone for the party with the playlist you choose. You can pick and choose various songs and build a bespoke playlist that features all of your favorites, or if you find yourself at an impasse, you can select one of the many curated playlists that almost every streaming service offers.
You might also consider asking one of your close friends who will be attending the party to oversee the music. If it becomes necessary to switch up the tunes, you can count on your friend to change over the playlist without missing a beat.
6. Set a Time Frame
It’s a great idea to set a beginning and end time for your event, even if the party is hosted in a casual space. Setting a time frame helps guests plan out their day better, and it gives you an established time to plan the food and drinks. People tend to be creatures of habit, and they appreciate being able to plan their day – plus, setting a timeframe for your event early on might ensure that you get quick RSVPs from your guests.
Plan Ahead for Changes in the Weather
Of course, anytime you plan on hosting an event that takes place outdoors, you’ll need to take the weather into consideration. You can prepare for any eventuality, but ultimately, the weather will do its own thing. It’s a good idea not to worry too much about the weather, but you should certainly keep an eye on the forecast in the days leading up to your event so that you can know what to expect. Here are some tips on how you can remain weather-flexible and ensure that your event goes off without a hitch, even when the weather decides to throw you a curve ball.
- Provide options for shelter. If you want to host an outdoor event, make sure that you have options for guests to take shelter indoors. Even if you live in an area that stays relatively warm all year round, having a beautiful indoor space easily accessible is a good idea so that guests can get some fresh air, air conditioning, or enjoy a quiet moment if necessary.
- Keep umbrellas and jackets on hand. In some parts of the country, pop-up rain showers are relatively common. These can put a damper on outdoor parties or special occasions, even if they pass quickly. One way to be prepared for spinup rainstorms is to keep light rain jackets and umbrellas easily available so that guests don’t have to worry about their clothes getting soaked. Even if some of your guests prefer to remain outside during the sprinkle, having an umbrella or rain jacket will allow them to easily ward off the rain while still enjoying everything that the party has to offer.
- Keep options for cooling your guests. If it gets hot where you are hosting the party, keep in mind that you will need to provide some sort of cooling option for guests. In particular, older guests can struggle in the heat and bright sunshine. To ensure that your guests are comfortable at all times, try placing some large fans strategically around the outdoor space, and keep some small personal fans within easy reach as well, for guests to grab and carry with them as they socialize.
Hosting a Party Indoors, or Finding a Venue with Both Spaces, Can Help You Avoid Surprises
When it comes to choosing whether to host your party indoors or out, only you know best. Sometimes, the theme can play a deciding role in your choice, with some themes lending themselves perfectly to outdoor events and others working either indoors or out. There are certainly pros and cons with both options, but for those who are weather-conscious, choosing an indoor venue, or one that offers both spaces, is the most dependable way to go.
Hosting your party indoors allows you to perfectly control the environment. You can decorate however you like and feel free to bring any theme to life, regardless of weather restrictions. When hosting an indoor event, you also don’t have to worry about bugs – which are a big concern in many parts of the country.
In addition, indoor event spaces can provide you with all the amenities needed to make your event a smashing success, such as clean, easily accessible restrooms, a cool, comfortable environment, and atmospheric lighting. With spacious layouts, you can customize the food and drink setup to make it easy for guests to get from one end of the room to the other.
That said, if an outdoor event is what you want, pairing an indoor space with an outdoor space is another great option. The right indoor venue paired with a lovely outdoor option can offer your guests the best of both worlds.
The Perfect Venue Can Create an Unforgettable Party
A lot of different ingredients work together in order to create the perfect party. Ultimately, most of the elements are up to you, and when planning, execution, and amenities all work in tandem, your guests will enjoy an incredible event that is full of goodwill and cheer.
If you want to learn more about how to book the perfect event venue, reach out to Vuka today. We offer high-end event venues in the Austin, Texas area and have everything you need to host an incredible party, no matter what the weather might look like. Contact us to learn more about our specialty venues and how we can help you achieve your vision!