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Think Big: Planning a Party for Over 200 Guests 

Think Big: Planning a Party for Over 200 Guests

With the pandemic finally predicted to end this upcoming year, your mind may be focused on how to enjoy some of the aspects of life we’ve been missing out on for the past few years. If you’re one who enjoys big parties and large events, you might be chomping at the bit to get back to things this year.

Of course, you’ll have to remember that planning a party for a large number of people can be a lot of work and responsibility. If you’re thinking of throwing a bash that’s going to have more than 200 people, you’ll need to work hard to ensure it goes off without a hitch.

What do you need to remember when you are party planning? Read on and we’ll walk you through the basics of getting your big bash off the ground.

Start Early And Lock Down The Date

If there’s one tip that you walk away from this article with, it should be to start the planning process for your event as early as possible. The closer you get to your ideal event date, the harder all your planning will become, so starting early can only make the process easier on yourself. 

There’s a variety of reasons why attempting to plan ahead of time can benefit you. One of the biggest reasons to start your planning ahead is getting an event venue locked down.

Not all events require venues, but if you’re hosting more than 200 people, there’s a very good chance you’re going to have to put down some money and rent a location ahead of time.

Event venues of all shapes and sizes are competitive to get ahold of. Other parties do the work of planning ahead, which means desirable locations and dates can get taken months and sometimes even years ahead of time.

While we’re not suggesting you need to plan your party for 2030, you do need to do the work of thinking a few months ahead at the very least. 

Your first task as a party planner should be to gather the important figures related to your event and settle on a date. No other planning needs to occur before you have a solid date figured out. 

Once you have a date, you can determine which venue within your budget has availability for this time. Put the money down with your event venue (likely a portion of the total cost to reserve) and voila! The first and most important step of your party planning is now done. 

Gather The Right Team

Planning a big event is a huge task and it’s not something you’re going to want to take on all on your own. If you’re going to pull off this kind of party and have it run smoothly, you’re going to need to do with a team of others at your side. 

Depending on the reason for your party and the audience it’s geared towards, it may be obvious who this team should be. If you’re throwing a party for your business, the event might fall under the job description of some of your team. 

If you do need to put a team together from scratch, think about your needs for the event and the strengths and weaknesses of the people around you.

If your event is booking a lot of entertainment, think of someone that’s a great communicator and has great taste who might be able to take on this specific part of the event. 

If decoration and aesthetics are going to be a big part of the event, you’ll want someone on your team who has a great eye for that kind of thing. Perhaps you’ll also want someone who knows how to work well within a budget.

Are you planning on working with specific technology, or having any kind of presentation? You’ll want someone on your team who has experience with whatever you’re trying to pull off, whether that be a laser light show or fireworks.

You can look here for more information on pulling off the latter. 

Playing into your team’s abilities, tastes, and talents can help you bring the best out of them, and therefore, the best out of your event in general. 

Plan For The Unexpected

No event goes off without any sort of kink, and the bigger your event is, the more there is a chance that something could go wrong. Instead of just crossing your fingers and hoping this won’t be the case, it should be the responsibility of your team to plan ahead for these worst-case scenarios. 

Some of the problems you might run into will be obvious. If you’re having an outdoor event, what will you do if it rains? Having a proper rain plan will be essential, whether it be deploying tents, moving to a new location, or canceling and rescheduling if the weather looks bad. 

You’ll need to identify all the potential problems that your event might run into and come up with solutions ahead of time. This will ensure that you’re not caught off guard in the middle of your event, with all your guests standing around staring at you.

That’s not the kind of environment that you’re likely to do your best thinking in!

Planning A Party For A Big Group

If you’ve got party plans for the upcoming year, it’s important that you take the process very seriously. Planning a party for a group of over 200 can be a lot of work and you’ll need to keep the above tips in mind if you want to see it all run smoothly.

Need more event planning tips and tricks? Keep scrolling our blog for more.

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