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Announcing Your Party

Announcing_Your_PartyThe invitation is usually the first introduction that a guest gets to a party or event and choosing just the right invitation is important. The invitation should provide the guest with all the necessary information as well as idea of the tone or theme of the party if there is a specific occasion. There are many different aspects of the invitation to consider from the choice of paper type for the card right up to the wording and information contained within the invitation. In addition it is important to prepare a guest list and decide on the final number of people that will be attending. Often this is a very difficult decision, especially if the party is to be very small and intimate rather than large and more open.

By planning the invitations and guest list well in advance of the party it is possible to get them out to the guests with lots of time to spare. This is especially important if guest will have to travel to the party, as is often the case for holiday parties or weddings. It is also a great idea incase someone accidentally gets missed on the original guest list. Advanced planning allows for time to review and make revisions or additions as necessary.

Planning the Guest list

Planning a guest list is important for several reasons. There are some types of parties that may not require a guest list, especially drop-in parties or potluck type events. It is usually beneficial, however, to have a rough idea of how many people are expected. Since there are several different styles of parties there are variations on planning a guest list. Below are some ideas for arranging the guest list for various events:

Weddings - staying on a budget for a reception or wedding party is important so keeping the guest list within reason is critical. Usually both the bride and groom work with the families to determine the guest list. Decide in advance if the guest list should include children or if only adults will be invited to the reception or wedding party. If you are inviting children to the wedding only but not the reception be sure to indicate that clearly on the invitations.

Birthday parties for adults - if you know the birthday person well planning a birthday party guest list can usually be relatively simple. Consider friends, relatives and co-workers that the individual enjoys spending time for the guest list. If you are not sure about who to invite consider asking a close friend of the individual to help you. When the party is not a surprise it is often a good idea to have the person his or herself assist with planning the guest list.

Birthday parties for children - children's birthday parties can be a challenge. Consider asking your child for input on the guest list or even talking to a teacher or staff at the daycare center to see which children are close to your child or your child frequently plays with.

Family holidays - family holiday guest lists may need to be carefully considered especially if the meal is to be a sit-down style in someones home. Space and seating arrangements may need to be reflected in the number of people on the guest list.

Outdoor parties or parties in large spaces with buffet style meals or finger foods may not need formal invitations and a more general guest list can be prepared.

Essentials for Invitations

It is important for invitations to provide the guests with all the information that they will need to attend the party. At the very least the invitations should include:
  • Time of the party
  • Location of the party
  • Directions if necessary
  • RSVP if appropriate
  • Any dress requirements
  • Information about any special activities or party themes such as costumes or colors to be worn, pool parties, games or events scheduled
In addition if guest are required to bring something for the party such as a food item, gift or possibly even a decoration be sure to include that in the invitation. Make sure that the information on the invitations is very clear and that there is no possibility of misunderstanding the information. The wording of the invitation should be as simple and clear as possible to avoid confusion. Consider looking at a variety of wording styles and phrases until you decide which ones are the best for your particular party or event.

Choosing the correct type of invitation helps to set the mood of the party. A formal invitation is usually an indication of a formal party or event, and is usually reserved for weddings, receptions and formal dinner parties or formal fundraising events. Elegant, fine paper and calligraphy style text is often used to emphasis the importance of the event. Textured paper or linen style cards and envelopes are usually used. Usually wedding receptions and invitations for formal events are custom printed although with the vast array of high-level computer software available now many people choose to do their own formal invitations.

Theme party invitations should reflect the concept that the party is based on. For example, a beach or pool party should reflect fun in the sun or spending time outside at the water. Often theme style parties include special information about the party style and are often on colorful, glossy paper that gives a feeling of festivity rather than formality.

It is still traditional to send formal invitations through the mail. Remember that invitations should be sent in enough time for the RSVPs to be returned prior to having to supply caterers with the final numbers. Invitations should be sent out at least six weeks for out of town guests to have time to arrange for travel. In the last few years more invitations are being sent via email. This is great cost saving option for informal and fun style parties but is it still traditional to mail formal invitations. -------------------------------------If you are a business owner get listed at Best Entertaintment Site, part of Localwin Network.
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