Party Planning Tips

Indoors or outdoors, party themes take on a special flair for a holiday, family get together, brunch for out-of-town guests, or "just for fun." Check our Chicago Party Planning Catalog or speak with one of our Party Planning Specialists for party theme ideas, equipment and decorations.

Many "special event" parties are more interesting with a theme. Graduations, anniversaries, birthdays, job promotions and any other occasion you want to celebrate can be enhanced with the addition of theme decorations, specialty food items, and theme-oriented games.

Try having your own Renaissance Fair. Grill up some turkey legs (for larger parties, consider renting one of our large grills), and treat your guests to a dunk tank.

Or throw a Summer Luau. Our Palm Trees will set the mood. Offer Sno-Kones and frozen drinks such as margaritas, and party goers will enjoy a game of volleyball or horseshoes.

How about a costume party? It doesn't have to be Halloween to have fun with a costume party. Pick any holiday, or create your own, and watch your guests enjoy the novelty! Party themes are always a party booster.

The Chocolate Fountain Rental would be a great addition to any of these party themes. It can not only be an elegant inclusion at a black-tie affair, but it is fun enough for all occasions. You can change the dipping items to match the formal or informal tone of your event. From fresh fruit to cookies and marshmallows, the creative ideas for The Chocolate Fountain are endless. Check out more on our Chocolate Fountain rental page.

• January: New Year's Day-After Brunch
• February: Valentine Dinner
• March: St. Patrick's Day Irish Party
• Aprill: April Fool's Day Mixer
• May: Makeup Day (missed birthdays & anniversaries)
• June: Summer Luau
• July: Independence Day Picnic
• August: Renaissance Fair
• September: Back To School BBQ
• October: Masquerade Party
• November: Thanksgiving Festival
• December: Christmas in Tahiti (Tropical) Party

Consider moving your next big party outdoors for a change. The benefits? The crowd won't parade through your house, there's generally more room so your guest list can expand and a change just might breathe new life into your old parties. What follows is a list of things to consider before entrusting your party to the great outdoors. And if you don't own the items discussed (most folks don't), consider renting them inexpensively (most folks do).

I'm anticipating your first concern: it's the weather right? No one ever invites Mother Nature, but she seems to have a tendency to crash parties. Well, barring hurricanes or snow storms, a good outdoor canopy tent can keep a party rolling through a bout of bad weather. Many tent rentals even come with quick-snap sides to offer protection from a stiff wind or driving rain. A good rental tent is easy to transport and set up. And in many cases, we'll do it for you. We have a variety of sizes and styles of tents, from vinyl or canvas, to pole, frame or canopy, we are happy to assist you in selecting the right tent rental for your outdoor affair.

What's an outdoor party without a barbecue? A large grill makes it easier to prepare food for a hungry mob. Serving is easier with chafing dishes to keep food warm, beverage fountains, punch bowls, serving trays, etc. The buffet line is appropriate in most cases for several reasons: Guests can take what they want and as much as they want. It encourages mingling. And it's just plain easier on you, the host. Speaking of making things easier on you: You might consider making your meal a potluck, depending on the situation of course.

Don't forget tables and chairs on your list of things to rent. And when the sun makes an early exit, you don't have to call it quits. Party lights, even flood lights, can keep your party rolling late into the evening (or early morning, neighbors willing).

Set the right mood with music and even dancing. Some dance floors can be set up on a flat area of grass. We can build just about any size dance floor that you may need. And if running power to electrical items is a hassle, consider renting a generator.

Many people don't realize that outdoor parties can range from informal to very formal- from barbecues to full-blown weddings and receptions. The situation dictates the types of items you rent. Elegant serving pieces, fine dishes and dance floors set a very different mood from volleyball nets and paper plates. Table linens and chair covers can take a casual affair and make it into a memorable, black-tie event.

That should get your Chicago party planning started. If you have any questions or simply want to spark a few ideas, don't hesitate to stop by our gallery. Our Party Planning Experts are always here to help you plan your next party, indoors or out.

RSVP PDQ
The term RSVP stands for répondez s'il vous plaît and means "Please reply." Or, put another way, "Seriously, you have to reply." It's just nice. And you'd want people to do it for you. Spare your hosts from reliving the childhood nightmare of having a party where nobody comes.

When Reply?
As soon as possible, ideally within two days of receiving an invitation. If you are unsure whether you can attend, respond "Maybe" with a brief explanation of what is holding up your reply. Then be sure to change your reply to "Yes" or "No" as soon as possible.

Why Reply?
Lots of reasons. If someone has invited you to an event, they want you there, and they're excited to find out if you'll attend. Then there's the planning part. Event hosts need an exact headcount so they can make sure they have enough food, drink and space for you. And finally, the selfish reason: People appreciate it when you RSVP, so you'll have a better shot at being invited to the next event.

Not sure what to wear to an event or what to specify on your invitation? These guidelines, listed in order of formality, will help you crack the dress code. And remember, it’s never inappropriate to ask the host or other guests what’s acceptable.

White tie/ultra-formal — Men: tailcoat and white vest, shirt and bowtie. Women: long gown.

Black tie/formal — Men: tuxedos. Women: dress (knee-length, long).

Semi-formal/informal — Men: dark suit, tie. Women: knee-length dress.

Cocktail — Men: dark suit. Women: knee-length dress or skirt.

Dressy casual — Men: jacket or collared shirt, pants. Women: skirt or dressy pants.

Business casual — Men: collared shirt, khakis. Women: dressy pants or skirt.

Casual — anything goes.

More Rules to Dress By

• If an invitation indicates that a certain dress style is “optional” or “preferred,” you can dress slightly less formally, but not necessarily casual.
• Informal means semi-formal, not casual.
• Hosts, if you include a creative dress code, like beach formal or urban casual, be sure you give examples of what is, and is not, okay.

In a word, no. Formal events tend to be pre-planned affairs, and your uninvited guest may find themselves without a chair or a meal all night. They, and you, may also be the recipient of icy glares because of your party-crashing ways.

As with all good rules, there are exceptions. If you have a significantly significant other that the host has forgotten or isn't aware of, you can ask the host if you can bring a plus one — but only if you're on familiar terms with the host and it won't be a great inconvenience to them. In other words, contact the host in good time and be polite about it. A breezy text message the night before the event might get you and your date uninvited.

You and your friends just enjoyed a fantastic dinner party when the bill arrives. At that moment, conversations and libations come to a screeching halt. Did someone order an awkward silence? Below are a few tips for hosts and guests to help avoid the sticky situations that can come with the check.

If you're a host:

• If you’re vehemently opposed to having your guests pay, then consider your budget when choosing a venue. Cooking a meal for a dinner party at your house will certainly be less expensive than footing an entire restaurant bill. Whatever venue you select, be sure to mention that the meal and drinks will be your treat on the invitation so guests know what to expect.
• Decide what role you’d like to play in the party. If you’d like to be the sole host, then understand that you’ll be responsible for the check at the end of the night. Adding a few co-hosts is an easy way to share the party expenses.
• If you’d like your guests to chip in, let them know beforehand. There are plenty of polite, tactful ways to go about this. For example, add a gentle reminder to your invitation such as, “Separate checks will be provided.” This gets the point across that everyone will pay for what they get without having to say it directly.
• If you have arranged a set price with the restaurant, it is acceptable to ask guests to contribute a per-person charge. Just let them know what they’ll be getting for their money. “The cost will be $35/person, which includes drinks, appetizer, entrée, dessert, tax and tip.” But be fair and honest – don’t ask for more than the actual price to “pay for your efforts.”

If you're a guest:

• If it hasn’t been addressed, feel free to ask your host if he or she is expecting guests chip in. Asking whether or not the restaurant will accept credit cards is one way of finding out your host’s intentions without looking overly concerned about money.
• So the check arrives and the host decides to split the bill evenly among all the guests. This works well for simplicity’s sake, but not for your budget-conscious ordering. Let your host know beforehand that you’ll be ordering light (you can always say you had a big lunch if you don’t want to attribute it to thrift). If the host knows, he or she can speak up on your behalf.
• If you’re a guest who orders a five-course meal plus cocktails, it’s kind to offer to pay a little extra to cover the difference. Or if you notice a guest who is clearly getting the short end of the stick, maybe say something diplomatic like, “I don’t think everyone had cocktails and desserts, so perhaps we should just pay for what we ordered.”

Before you bolt, go into interview mode. Ask the other person's favorite band, best part of their job, weirdest childhood fear -- anything to bring out inner coolness. You may turn that convo into one you want to be in.

If you just want out, a short-and-sweet "nice talking to you" works best. You don’t need to make up a lie. You could get busted on it or, worse, have the person tag along with you.

If you feel like you need a reason to leave, just say you want to say hello to a friend or get another drink. To make the excuse more believable, go do what you said you were going to. And if you run into that person again, just smile and keep moving.

Absolutely. If you've thrown a party, you know how much time, effort and money goes into it. Bringing a gift helps offset that, and it's a good way to get invited back.

So the next question...what do you bring? That depends on how formal the party is and how well you know the host. For a casual get-together, beverages or food for the party is always a welcome gift.

At a more formal event, bring a gift for the host: muffins for the morning after, a bottle of booze, a bouquet of flowers, a book or gourmet chocolates. For a really lavish affair hosted by a close friend, a massage or after-party clean-up service is much appreciated.

Some gift ground rules to keep in mind:

• Don't upstage the host. If you're bringing food or drink for the party, find out what the host plans to serve first, and bring something that would complement it.
• Don't add to the host's stress. If you're buying flowers, get them arranged in a vase so the host doesn't have to run around looking for one.
• Do include a note. Hosts have a million things to think about during a party, and remembering who brought the great chocolates might slip their mind.

Answer it. Okay, you don't have to. The easiest response is just a smile and a simple "No comment."

If the asker didn't mean to offend you, then you've made your boundaries clear. And if that person was deliberately trying to be unpleasant, then you haven't played into the game.

As with most party rules, it depends a bit on the type of event. For an event that depends on a schedule, like a dinner party or book club, arrive between 8 and 8:15.

If it's a casual event, like a barbecue or large house party, get there around 8:30. Whatever you do, don't show up early unless the host has asked you to. Even if you offer to help, you'll still be a hindrance.

Most importantly, follow our surprise party ideas.

You know the basics: Ask guests to arrive at least 30 minutes before the guest of honor. If your friends are notoriously late, make it an hour. And don't get them too liquored up that they'll forget how to be quiet and hide when the time comes. Have them all park around the corner, too, so their cars don't tip off the surprisee.

To mix things up, have all the guests gather at another location and then just show up at your house with all the party supplies. Or hold your party at an unexpected location, like a park, bowling alley or the home of a person the surprisee doesn't know well.

Planning your party at an odd time -- a week before the person's birthday, or on a weeknight or Sunday afternoon -- also helps you maintain the element of surprise.

To really go all out and keep the surprise going, plan a trip for you and the surprisee, and then just have guests show up randomly throughout the weekend. Go out for breakfast; a few guests are there. Request more towels; a friend brings them to your room. Order another Coke; your college roommate serves it. You get the idea. Fun for everyone involved.