Perfect Birthday Plan
The perfect birthday plan is a week-by-week and day-by-day checklist for you to manage all the preparations for a perfect birthday party. Details to follow. Learn about the elements of a birthday plan, how to group tasks and ask for help, and develop a party budget. Answer the questions below and fill in your planner.
The Happy Birthday Plan!The Amethyst gemstone is needed for the perfect plan! The Greek word 'amethystos' means 'not intoxicated'. It is believed that the amethyst protects the wearer against drunkenness!Great - because a perfect plan requires sober and decisive thinking. Remember stress is caused by the unknown and by having too much to do!!! The happy birthday plan will come together when you get answers to a few key questions and ask for help in an organized way at least four weeks before the Perfect Birthday Party.
Building the Perfect Birthday Plan!Get out your notebook for the "Perfect Birthday Plan for (Honoree)" and begin the adventure...Label a page in the notebook: "The Happy Birthday Plan - Questions and Answers." Write the questions below verbatim in the notebook and leave space for several more questions of your own. Also leave room below each question for the answers. These answers will become the reference for later questions from helpers on the birthday party tasks. Leave room for additional questions and answers for your special situation.
Perfect Birthday Plan and the Basic Questions!The perfect birthday plan includes information and answers to the many questions you may have.Have you read the Top 10 Party Rules? More questions for the happy birthday planner to ask: Who should be invited to the party? Who would the honoree want invited to the party? If these two questions have different answers, review birthday etiquette tips. How many guests will be invited? What is the budget for the birthday party? Who is paying? Where would the honoree like for the celebration to be held - the party location or venue? What day is best for all to attend a birthday party? Is the venue available on the day of interest? What is the honoree's favorite sport, hobby, animal, etc? What is the honoree's favorite cake, food, beverage, etc.? Who will be responsible for drinks, for menu, for cake, etc? What is the honoree's favorite color? How will color be worked into the party plan? What is the honoree's favorite music? How will music be worked into the party plan? Who will be responsible for the music? Who will lead singing Happy Birthday? What gifts would you recommend for the honoree should you be asked? Where will people place the gifts after they arrive at the party? What favors will you get for the guests? Who will be responsible for handing out the favors? What theme will be used for the party? Pause now to answer as many questions in the perfect birthday plan and to develop more questions that will need answers to guide you to perfection!!!
Perfect Birthday Plan: Week by Week!Now that you have the key questions and answers proceed to the details of the happy birthday plan below. Write the week-by-week tasks in your notebook. Tentatively answer all you can. Then review the birthday party details with the honoree.If you feel there are too many missing details, go back to the basic questions to see if you need to refine the elements for theme, etc.
4 Weeks Ahead - Planning the Party!Determine your budget first because the perfect birthday plan depends on knowing what you and others may spend.Decide on a firm date and time. Make a guest list. Review the list with the Honoree. Decide on a theme and location. Start to prepare the invitations. Make reservations if needed. Begin to plan the party food. Learn how to set up a buffet party. Plan the decorations, gifts, and favors. Review the details to determine if more actions in the perfect birthday plan may be completed earlier.
3 Weeks Ahead - Executing the Party Plan!Start ordering or buying birthday party supplies.Send out the invitations to the guest list in the perfect birthday plan prepared last week. Plan the birthday party activities, music, lighting, games, & entertainment. Make a decision on the gift and card, then buy as soon as possible. Review the details to determine if more actions in the birthday party plan may be completed earlier.
2 Weeks Ahead - Perfecting the Party Plan!Gather things you will need for the CDs, games, and dishes.Plan tables and seating. Decide what party food you will serve & make a shopping list. Select and buy beverages based on the age groups invited to the perfect birthday party. Update the guest list with RSVPs. If ordering the birthday cake place the order. Begin cleaning and organizing for guests. Review the details to determine if more actions in the birthday party plan may be completed earlier.
1 Week Ahead - Finalizing the Happy Birthday Party!Call any guests who have not responded to the birthday party invitation. Confirm any reservations with guest count.Start to decorate and follow perfect birthday plan for locations of activities and food. Order flowers...
2 Days Ahead - Party Perfect!Pick out what you (and Honoree) will wear.Verify that you have all the items on your shopping list. Review the CDs, the games and the supplies. Update the Perfect Birthday Party Planner with changes. Clean the house outside and mow the lawn if needed. Confirm any reservations with final guest count. Review the details to determine if more actions in the perfect birthday plan may be completed earlier.
1 Day Ahead!Make food that can keep one day, such as the birthday cake, salsas and dips.Clean the house inside. Pick up dog deposits and change cat liter box. Dispose of all garbage and put fresh garbage bags in trash cans. If needed, place extra garbage cans in appropriate places.
Party Day!Setup the main birthday party room(s). Rearrange furniture for guests / presents / food.Hang balloons in honoree's favorite color where appropriate. If the party is at home, hang flowers on the mailbox, at the front door, in the house, on the patio, etc. Set up a place for the presents to displayed. The colorful packages will add to the excitement and anticipation.
String lights or decorations if not already done. Place flowers on center table and else where. Make environment safe for small children & elderly. Prepare the food. Set out snacks and drinks. Decide on place to keep your camera for quick access. Get yourself ready.
Learn How to Ask for Help!If you approach the birthday party tasks as little jobs that lead to the perfect birthday party, your celebration will be perfectly managed.Also when you ask for help, give clear directions and show the helper the perfect birthday party plan that you developed. This will help others understand your goals with the key questions and answers. Show them any other details that will help them meet the expectations of the perfect birthday party plan. The summary of tasks below have been grouped to ask others to help with the party. Assign each task to a person or persons to manage and complete. As the corrdinator or host, ask the people to keep all informed of progress on the tasks. The estimated time is based on a party of 30 or less people.
TASK 1 Birthday Party Invitations: Guest List finalized; Invitations prepared & mailed. Check and re-check guest list for RSVP. Call guests who have not responded. Allow 3 to 5 hours. TASK 2 Birthday Party Theme: Determine theme and identify suppliers for plates, flatware, decorations and favors. Select music, activities, and/or games for theme. Shop for party supplies, decorations, favors, and items for theme. Shop for birthday supplies and gift. Allow 5 to 7 hours.
TASK 3 Birthday Party Menu: Plan menu and beverages for type of party you are having – cook-out, buffet or sit-down meal. Select food items for theme. Make list of ingredients for the menu and check what is on hand. Shop for food and beverages. Order or bake birthday cake. Pick-up the birthday cake. Determine what dishes, special utensils, and tools you will need. Prepare / cook snacks, food, and beverages. Allow 2 to 3 days.
TASK 4 Birthday Party Venue: Clean inside and outside the house. See Birthday Rule #4. Arrange furniture as needed. Hang decorations for theme. Plan on having fresh cut flowers for main table. Check that everything is operational for music / CDs / camera. Allow 2 to 3 days.
TASK 5 Birthday Party Attire: Pick out what you will wear and try it on in advance. Have a change of clothes in case you spill anything on yourself. If needed, get a haircut, styling, and manicure. Select comfortable shoes. Allow 3 to 4 hours.
TASK 6 Perfect Birthday Party Checklist - COUNTDOWN: The week before the party make a detailed list of what has to be done on the actual day of the party. This will be your personal schedule so everything will be ready on time. Identify exactly what you are cooking and preparation and cooking times. Include any last minute pickups, such as cake, ice or people. Allow time for showers / baths, hair appointments, decorating, arranging furniture, mixing beverages, making and serving snacks. Make an hour by hour plan and determine how much help you need to get everything done before the guests arrive. Allow 2 to 3 hours to make a complete plan with estimated times and schedule for completion.
Birthday Party Budget!In general, the perfect birthday party will cost from $10 to $50 a person depending on how elaborate a meal is served and how expensive the favors and gifts are.Management of a budget in the perfect birthday party plan depends on identifying in advance as many of the expenses as possible and sticking to the plan. Estimate costs for all your supplies, entertainment and gifts. The key is to plan the party details in advance and prepare as much as you can yourself.
Items Needed ~ Perfect Birthday PlanFOR A BUFFET PARTY MEAL - USING PLASTIC SERVING PEICES People will return for seconds and need fresh utensils for desert. Also plastic utensils break easily. The number of items needed, for example, if you are inviting twenty (20) people, is:30 Large Plates 25 Small Plates – for birthday cake 60 Cups - Cold Beverages - 8 ounce size 20 Cups - Hot Beverages - 6 ounce size 40 Napkins - Large 40 Napkins - Small 50 Forks 30 Knives 30 Spoons
If you are preparing favors, have a few extra for a total of 22 to 25 favors. For food, plan for a simple menu of items, but enough for people to have a meal: 60 Servings of Appetizers / Snacks – three times the number of guests 25 Servings of Meat 25 Servings of Vegetables 25 Servings of Bread 25 Servings of Salad 25 Servings of Birthday Cake
FOR A FORMAL MEAL If you are inviting twenty (20) people, you will need to have tables set in advance of the meal. Please provide, if possible, extra seating before the meal so guests may relax and have appetizers without disturbing the pre-set tables. The count on the plates, forks, knives and spoons will be twenty (20). Have on hand 30 glasses for beverages and 20 cups for coffee.
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