Party planning or muddling through? What do you do when the responsibility of producing a party is dropped on your lap? It’s not as if anyone was born knowing how to plan a party. With the exception of professionals in the parties and special events industry, most people muddle on their own.

Here you will find party tips, tricks, and my observations and adventures as a party performer with over 15 years of experience and owner of Faces & Fortunes, a party entertainment provider offering caricature and fortunetelling entertainment  in the Philadelphia metropolitan area.

Enjoy!

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The right kind of party entertainment will make your party. Guests will remember the party and they will remember you.

Choose wisely and a little can go a long way.

Here are some examples:

A magician’s 45-minute show entertains the audience and becomes a focal point to the event.

Caricatures work well at family events. A caricature artist can produce a focus of attention as guests come to watch the artist draw. They’re popular with all age groups. And the caricature drawings themselves will carry more sentimental value as time goes by.

Clowns, face painting and balloons are popular with kids (although some small children find clowns frightening).

Sometimes it is fun to twist generational expectations.  What is generally seen as entertainment designed for children such as face painting and clowns can be fun for adults who want to let down their hair and be grown-up kids. Find acts that are comfortable with your target group–some clowns do entertain adults as do magicians and caricature artists.

A cool party entertainment idea that is particularly popular with women is bringing in a fortuneteller or Tarot reader to your event. I had recently performed Astrology mini-readings at a tea for a wonderful woman who had just turned 60.

(A ladies tea, by the way, is a great idea for a low key birthday party)!

But I have been invited to read astrology charts at a sleep-over party for a 10 year-old girl and her friends. And Mom got a reading, too.

Birthday parties can vary from the very small and intimate to large and elaborate. The size of the event will be governed by a number of factors.

What are the preferences of the guest of honor? Does the guest of honor have definite ideas about what he or she wants the birthday party to have? Does he or she like to be the center of attention?

For that person, consider a high energy environment with, perhaps a roast, or a cabaret about that person’s life. For someone who is not so comfortable being in the spotlight, a low key, elegant brunch might be more in keeping with his personality.

Other considerations:

Do you want your entertainment to be low-key or do you want it to be a show? A magician can stroll among the guests or set up to entertain an audience.

Do you want your live entertainment to double as a party favor? Then, live caricature or silhouettes would fill the bill.

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The typical American Bar Mitzvah celebration proceeds as follows: First there is a cocktail hour for approximately an hour. Butlered hor d’eurves are often served as guests circulate.

Then guests are ushered into a room where the main celebration takes place. The guest of honor’s family is presented and the candle-lighting ceremony begins.

The candle-lighting ceremony is an innovation developed by the DJ community; not part of Jewish religious tradition, as some  believe.

Its function is for the Bar Mitzvah child to pay tribute to the friends and family that shaped him or her into the young man or woman that she has now become. The guest of honor reads a tribute and asks significant people in his or her life to come up and light one of 13 candles. As they come up they are accompanied by appropriate music played by the DJ or band. This is followed by the all of the guests joining in circle dancing to traditional tunes.

A meal is served, either sit-down or buffet. This is interspersed by dancing for all and games for the children. Often there is additional entertainment such as a caricature artist or two as well as favors for the children. Bar Mitzvah celebrations in this format generally last 4-5 hours.

There are other variations. Some families choose to hold two separate celebrations. One is a shorter luncheon oriented towards family and adult guests. Later there is a separate gathering of the Bar Mitzvah age guests in a more casual location (and a higher decibel level). The latter boasts louder dance music generally provided by a DJ. It is chaperoned by the Bar Mitzvah parents perhaps assisted by a small group of adults.

The advantage here is that each event is oriented more closely to the needs of each group.

Occasionally a Bar Mitzvah celebration will take another tack altogether. One of the most charming celebrations I attended was a Bat Mitzvah for a girl held in her Temple following her Shabbat service. A sit-down luncheon was served. The girls numbered approximately two dozen.

They were provided with a separate table with quilting squares and asked to design their own squares. I provided caricature entertainment. The guests had a wonderful time. The girls were absolutely charming. They thoroughly enjoyed themselves and were well behaved.

In summary, the Bar Mitzvah celebration marks the time that the Jewish boy or girl becomes an adult in the eyes of Jewish law. The religious component is observed in the rituals performed at the Bar Mitzvah’s Shabbat service. The reception afterwards is a thoroughly secular affair and gives the guest of honor’s family and friends a chance to come together and celebrate the happy occasion.

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Birthday parties can be as simple or elaborate as you choose. And they can be as individual as the person whom you are honoring.

But most important, birthday parties are fun!

Before planning your birthday party, decide on its focus.

When planning your birthday party it’s useful to know if it is adult centered, child centered or family centered. And sometimes your party will have elements from more than one category.

Deciding on the focus will guide you when selecting your theme, pacing, food, and entertainment.

Children’s birthday parties may be either child centered or family centered.

Inviting a dozen four year olds over to your home (with a couple adults on-hand to keep things runnning smoothly) is an example of a child centered birthday party.

A birthday party for a one-year old whose guest list is made up of immediate and extended family members of all ages is a family centered event.

Likewise the guest list of an adult’s birthday party may consist of his or her friends (adult centered) or extended family (family centered). Or a mix of both.

As with any event focused on a single guest of honor, you’ll want to keep his or her preferences in mind. But, you’ll also want to plan the party with consideration of the age groups of the guests.

At family birthday parties you’ll be accommodating a variety of age groups. (What do the little ones do while the grownups sit around and catch up on conversation?) How about a table with arts and crafts supplies set up? Even simple crayons and paper will do.

But the charm of a family centered event is the opportunity for people to interact across generational lines.

Consider the food when planning your birthday party. Socializing while eating is often a focal point of the event.

Food can set the theme. Have Caribbean food for a Caribbean themed event.

But do know your guests’ preferences and needs. Not everyone likes or can tolerate spicy fare, for example. Have alternatives available for those people. These days having a vegetarian option will appeal to many.

If alcohol is served, have a provision for a designated driver or spare bed for someone who drinks more than they should.

Games and activities that includes everyone will make everyone feel included.

Consider entertainment in your birthday party planning.

Well-chosen entertainment can add color and focus to your event. And a little can go a long way.

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If you live in a Jewish community or have Jewish friends, then sooner or later you will be invited to attend a Bar Mitzvah.

The Bar Mitzvah is a ceremony that marks a rite of passage for Jewish children. According to Jewish law, this is when a child becomes an adult in the eyes of Jewish law and becomes a full-fledged member of the Jewish community.

As part of the ceremony, the child is called upon to read from the Torah, say prayers, and read passages during the Shabbat service.

The term “Bar Mitzvah,” applied to boys means son of the commandment. (“Bat Mitzvah,” applied to girls means daughter of the commandment).

Up until the beginning of the twentieth century, only boys received their Bar Mitzvah. As European and American society opened up for women and girls, they, too, wanted to participate in this rite of passage. Now it is commonplace for Jewish girls to participate in this ceremony.

This is a time of great rejoicing. Afterwards, it is traditional to have a celebration marked by the coming together of friends and family at which food is served.

There is no religious component to the celebration afterwards – only to the service.

This is good news for you if you are planning a Bar Mitzvah celebration for your child. Because it means you can arrange it any way you want.

Bar Mitzvah celebrations range from the very simple to the very elaborate. Most fall in between. In the past 30 years, as social pressures and expectations have increased, celebrations have become larger and more elaborate although the current economic downturn has slowed that trend.

Another trend is that Bar and Bat Mitzvah celebrations are becoming more theme based and child focused.

Centerpieces and other decor often reflect favorite hobbies and interests of the Bar Mitzvah child.

Bar and Bat Mitzvah celebrations most often take place in the synagogue or temple where the service was held, or a banquet hall in a hotel, restaurant, or country club.

Sometimes they can take place in at home. They usually take place on a Saturday afternoon just following the service or the Saturday evening. Occasionally it may take place on a Sunday.

Invitees are immediate and extended family members, friends of the family, and friends of the Bar Mitzvah child.

In the 1980’s the DJ community targeted Bar Mitzvah celebrations as a market for their services. In so doing they shaped the celebration into what we often see today .

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Book a Caribbean cruise during January and you’ll quickly learn the meaning of the term “peak season.”

Like the travel industry, the party and special events industry has its own peak times. And keeping these in mind is handy when planning your event.

Just like making the decision whether to book a Caribbean cruise in January or October, you’ll find you have greater availability and flexibility engaging events services if you can avoid times of peak demand.

Late Spring, early Autumn, and the December holiday season tend to be peak times for most special events providers in moderate climates. Weekends, particularly Saturdays tend to be in highest demand throughout the year. Mondays are in less demand than Fridays for weekday events.

Being aware of booking patterns has real consequences for your planning and you pocketbook. Book during times of high demand and your costs will be higher and choices will be fewer.

For example, a lovely venue in suburban Philadelphia will charge you double if your wedding takes place on a Saturday evening in June rather than a Sunday afternoon in April. And yet the grounds in late April are lovely, with trees in blossom and flowers in bloom.

But the reason for the rate disparity is obvious. The facility turns away many Saturday June clients and is anxious to fill openings on April Sundays.

Other services have their own peculiar booking patterns, but you get the idea.

Performers rates are unlikely to skyrocket for peak time bookings (New Year’s Eve is a notable exception). But their minimums may increase and desired dates are snatched quickly.

Some dates are peak only to certain specialized segments of the events industry. For example, my company is challenged to fill all of the requests for Tarot readers for the Saturday evening preceding Halloween.

And then there is the odd date that seems to be very popular for no apparent reason. There are just some random weekends when it just seems that everyone is planning a party.

So what is the most in-demand time for most vendors? Saturday evenings in December before Christmas when holiday parties for families and businesses are extremely popular.

If your event must be held then, plan early and expect to pay a premium … just as you would if you were traveling to a resort during its peak travel season.

Or postpone the event until January and have greater flexibility and more reasonable rates.

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Creating a children’s tea party is easy and fun. And, it is a great way to teach children etiquette as well as creating lasting memories.

Here are some ideas to get you started so you will be ready for the little ladies and gentlemen. But do not limit yourself to these. Use your imagination and creativity, and most of all, have fun!

Invitations
Cut out the shape of a teapot in white or light colored construction paper. Write the invitation details.

Or take a small rectangle of card stock or construction paper, write your invitation details on it, and glue to an actual tea bag.

Perhaps your little ladies may want to invite Teddy Bear, Dolly, and Grandma as well.

Children’s Tea Party Decor
Set a table with a tablecloth and napkins.

If you are having a large party, put everything on two or three tables near where you will make the tea. Then set up smaller tables and chairs around the room.

Paper doilies on the serving plates, bouquets of fresh flowers for your centerpieces add to the tone.

And, of course, you’ll want a teapot; preferably ceramic. If you don’t have one, they can be had inexpensively from garage sales and thrift shops.

Activities and Games
For young guests, asking everyone to join in singing I’m a Little Tea Pot is a must.

And reading a favorite whimsical story will go over well. Some recommendations are books by Beatrix Potter, Alice In Wonderland, and Winnie-the-Pooh.

Arts and crafts activities work well also.

By their nature, children’s tea parties lend themselves to playing dress-up. To get suitable clothes (formal, the bigger the better) clean out your closet and ask friends to contribute. Afterwards the clothes can be returned or donated to charity.

Include lots of scarves and jewelry. Long Mardi Gras beads work especially well for this purpose.

Get lots of inexpensive make-up.

Food and Drink
This is the heart of a tea party. Why, the beverage would be tea, of course. But if the children are too young to handle the hot liquid, you can substitute punch or other cold beverage.

Serve food in small bite sized portions. Some examples? Think bite-sized sandwiches filled with egg salad, peanut butter and jelly, or other yummy fillings the kids would like. You can use cookie cutters to make them into unusual shapes.

You’ll also want to serve small cookies and cakes.

Need party supplies? Makeagreatparty.com has great all-in-one packages that generally include coordinated plates, cups, utensils, invitations, balloons, streamers, etc. for this and other party themes.

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The next best thing to going to Hawaii is having a Hawaiian party.

Palm trees, the big surf and sand beaches of Waikiki, Hula girls, floral leis… Hawaii holds a great attraction for many-and makes a great theme for a fun children’s party.

This post assumes that you are planning to hold your party at home (of course if Hawaii is your home, you have a leg up on the rest of us:)

Use the ideas below as a springboard for your imagination. They are intended as suggestions only.

Most supplies can be made at home or purchased nearby inexpensively.

Below are links to reputable online suppliers if you’d rather your keyboard ‘do the walking’.

If you don’t have the time or inclination to do it all yourself, there are wonderful resources online which will provide you with complete party packages.

So feel free to use as few or as many as you want and modify them as you wish.

Or you can make an ‘airline ticket’ to Hawaii. Cut oak tag or white card stock or construction paper into oblong shapes. On one end draw or cut out a square. draw or paste a picture of a palm tree or Hawaiian scene. On the other end, write in big black letters, ‘Airline Ticket to Hawaiian getaway.

On the back write the invitation detail (you can do this on your computer if that is handy).

Decor
You can purchase leis, paper plates and napkins, cups with tropical designs, balloons, etc. at your local party store and turn your back yard or your rec room into Oahu.

Draw, then cut out palm trees from construction paper. String fishnet across the room (also works for pirate and tropical fish themes).

Travel posters, posters showing surfers, Hula girls, etc. add to the effect. If you don’t have any readily available, AllPosters is an excellent source.

Music
There is so much wonderful Hawaiian music that it is easy to add it to the festivities to evoke the mood. Here is a source for Hawaiian music.

Food
What to drink? Why, Hawaiian or tropical punch, of course!

Order a pu-pu platter from your local Chinese restaurant.

If the event is outdoors, then fire up the grill and serve the old favorites such as bar-be-cued hot dogs and hamburgers.

Fish, coconuts, macadamia nuts and tropical fruits such as pineapple are also associated with the Islands.

Bite-sized pieces of tropical fruit in a bowl are colorful and tasty.

Pretzels or potato chips can be served in a Beachcomber hat turned upside down. Line it with colorful napkins or plastic wrap first.

Whole pineapples and coconuts are not only tasty, but make great centerpieces.

Games and Activities:

Have a hula contest. Or watch a theme related movie. Elvis in Blue Hawaii and South Pacific are two that come to mind. This idea is particularly good for slumber or sleepover parties.

Kids can make drawings or cutouts of Hawaiian related themes such as tropical fish, palm trees, pineapples, hula girls.

Pool games are great if it is summer and a backyard pool is available.

And what Island or Hawaiian themed party could be complete without the Limbo?

ShindigZ offers limbo sets and more. Some twists they recommend are turning off the lights and using a flashlight as a limbo stick, or (if it is hot and guests are wearing bathing suits), using the garden hose as a limbo stick.

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This is a true story.

I frequently entertain at parties and events by drawing caricatures for the guests. The guests have a fun time while they watch me draw the candidate in the ‘hot seat’ and then he gets a ready-made souvenir to take home.

I entertain in all kinds of environments ranging from fancy hotel ballrooms to outdoor festivals, company offices, and people’s homes.

On this day I had set up my easel under a large shady maple in the leafy enclosed yard in a home in an upscale Philadelphia suburb. The yard was large and private.

The occasion? A boy’s middle school graduation party.

I was not the only entertainment. There was also a DJ to provide music and dancing.

The party, held in the mid-afternoon on a weekday, was small, low-key, and the kids were orderly. The DJ played his music at a moderate decibel level. All-in-all, this was a pleasant, well managed event.

Until 3pm when the police arrived.

A neighbor had called the police complaining of noise. The police arrived, spoke to the host and then asked the DJ to refrain from playing his music.

I had no part in planning the festivities and I do not know the peculiarities of the township’s regulations.

Nor do I know if my client had a pesky or sensitive neighbor.

But there were some steps my client could have taken that might have prevented the problem.

She could have given a heads up to her neighbors, or at least a neighbor that might be particularly sensitive.

She could have given a heads up to her local town clerk or police department. If she required any permits, she would have had them. And in most towns, none would have been required for a party as low-key as hers.

But even if none were required, the local police would have been aware that the event was going on.

Local cops like to know what is going on in their beat. When they know about your bash ahead of time, they are likely to deflect complaining neighbors.

The requirements of some towns are more onerous than others. You or your event planner has to research your town’s particular procedures and sensitivities. But non-compliance can result in your party being shut down.

Even if you have paid thousands of dollars for it.

Even if you think it is totally unreasonable.

While it is true that some townships and some regulations are unnecessarily onerous, most town regulations are designed to prevent catastrophes.

Such as the collapse of a poorly rigged tent on party guests. And, unfortunately, that happens.

Moral of the story: Know your town and know your neighbors and keep both informed.

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Part of the challenge of planning a party dealing with the ‘what ifs.’

And probably the number one concern that most people have when planning an event is bad weather. Bad weather can gum up the works in a number of ways.

If the event is in the winter, a harsh storm can make driving treacherous or impossible. I recall a blizzard several years ago that was severe enough for governmental authorities to shut the highways to all but emergency vehicles.

If your event is in the winter months, it behooves you to raise the issue of inclement weather to your vendors. Each vendor will have its own policy on policy on cancellation. In some cases you may lose your deposit. Some vendors such as caterers have to incur up-front out-of-pocket costs to serve you and they cannot be expected to absorb them.

Some vendors will apply your deposit to your new date.

If your event is an expensive one such as a wedding, consider wedding insurance. It is designed for such occurrences (but not for couples who get cold feet).

In some scenarios, a rain or snow date will work well.

The downside is that outside vendors and venues have to keep themselves open for two dates instead of one. Some may not be able to accommodate that or there may be additional charges. Also few guests are likely to commit to two dates upfront.

In warmer months, people living in hurricane prone areas have to deal with that threat. The same scenario applies as a blizzard in more northerly climes.

But rain can disrupt outdoor events any time of year. Roads can be flooded out in heavy rain and that can delay your vendors and your guests.

It is delightful to be outdoors during the spring and summer. But ill-timed rain can gum up the works if you have not planned for its possibility.

The easiest and least expensive way to handle that contingency is to have an easily accessible, nearby sheltered area. That could be a nearby building, a pavilion or a tent. Then the ’show’ just goes on rain or shine.

Most hotels and catering facilities are set up for both indoor and outdoor scenarios. Many public parks have pavilions that you can reserve or rent at little or no cost.

And if the event is at home, just keep some rooms cleared in case the party has to make a quick dash indoors.

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Hiring party entertainment?

The right kind of party entertainment can take your event from so-so to fabulous and give your guests something to remember.

Musicians playing the piano or strings elevate the atmosphere and communicate that your event is special.

DJs or a band provide dance music and a master-of-ceremonies function to make important announcements and keep your party on track.

Caricature or silhouette artists give your guests a tangible souvenir, a customized piece of art they can keep forever.

And a fortuneteller will keep your guests talking…

But before you sing the dotted line, be sure to ask the performer what he/she needs for set up. This will keep you on track both in terms of budget and logistics.

Let’s take the pianist. A piano is not a portable item and few pianists truck their own. If your facility doesn’t have one, you’ll probably have to rent it–and that cost can be more than the cost for his services.

Having entertainment at summer outdoor events is a lovely idea. But is it humane to expect your face painter to sit in the open sun for three hours and bake in the heat? Not to mention that your guests will be uncomfortable, too. Outdoor performers will need to be protected from the Sun’s rays.

This need not be complicated. Often the most delightful place to be on a hot summer’s day is under the branches of a spreading maple. It is quite a bit cooler and both your guests and your performer will appreciate your thoughtfulness.

And, while we are on the topic, what is your Plan B for a sudden shower? Be certain your plans include a waterproof location such as an indoor spot, a tent, or even an overhang.

Will your performers need to plug into electricity? DJs, photo booth operators, and others whose performance is dependent on an electrical supply will need convenient outlets or extension cords.

And almost anyone performing at night will need electricity so they can provide adequate lighting.

Is your head spinning yet?

Relax, it  is not as bad as it sounds.

If your party is  at an outside venue such as a hotel, banquet hall or restaurant, your venue will be able to supply many of these amenities. Caterers can supply chairs and an extra table for the fortuneteller. If your event is a picnic at a park with picnic tables, then these will substitute nicely for free-standing tables and chairs.

Be sure to communicate with the different parties involved.

One of my favorite war stories concerns an anniversary party hosted at a small restaurant. The party was held in a small private room. This client kept adding… guests, entertainment…

I was hired to draw caricatures only a couple days before the event. When I arrived, the room was so packed we could only eke out a tiny space for me. The restaurant staff, surprised when I showed up–no one told them there would also be a caricature artist–did not have the flexibility to work out an easier arrangement.

There wasn’t even enough room to put up my portable easel.

I did my best, but frankly, given the cramped environment, the quality of work was impacted.

Moral of the story: Ask your performer(s) what their needs are: in terms of space and equipment. Then you can incorporate the entertainment into both your budget and your planning. And when party day comes, you’ll have a fabulous event that your guests will remember for a long, long time.

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