Outdoor Parties: Plan Ahead & Avoid the Hassle
It's Your Party, You Can Have Fun if You Want To
Jot down all the little things like napkins, straws, extra ice, cream for the coffee and make that run the day before. Go too early, and you'll have to run out again. Go too late, and you'll get totally frazzled.
— Marley Majcher, CEO of event planning company The Party Goddess
When you decide to throw an outdoor party, images of tall glasses of iced lemonade, children laughing and grills sizzling might fill your mind. But without careful planning, what actually happens is several trips to the store for more ice, children screaming from bee stings, grills running out of propane and countless other small disasters.
But this outcome is avoidable. By following tips from veteran party planners, you can host the lovely, relaxing outdoor party you imagine.
Plan to Enjoy Yourself
Both Stephanie Wortham, a Los Angeles high-school office manager who regularly throws parties for her friends and family, and Marley Majcher, the CEO of The Party Goddess, an event planning company, agree that time spent planning ahead can save the fun of the party for everyone, even the host.
Start preparing for a summer party as early as possible, ideally in the spring. It gives you plenty of time to catch sales on the items you want for your backyard shindigs, says Wortham. She advises planning at least a month ahead and deciding early if this is for the whole family or adults only. Whom you invite will affect the tone and menu of the party. Once you've decided the guest list, the next step is to plan the menu.
The Menu
Nothing says outdoor party more than grilling hamburgers and hot dogs, but for the more health-conscious guests, Wortham suggests grilling shish kabobs. You can prepare them ahead of time and create a variety of combinations that make both steak lovers and vegetarians happy.
Using a slow cooker or two in addition to the grill allows you to cook for many while you're mingling with guests. Meatballs -- either ground turkey or beef -- are a good choice for the slow cooker. Wortham makes Hawaiian meatballs for luaus, and for July Fourth, she will use a little cayenne pepper to make "firecracker meatballs."
Otherwise, she recommends choosing snacky, finger foods like cut fruits, veggies, chips, dip and deviled eggs.
"Just make sure you have some place shaded or cool enough so the food stays fresh," Wortham said.
The Venue
Once you've planned the menu, it is time to consider how to present the food and where it will be consumed.
Most people do not own a buffet table, but have some small tables that they can move outside.
Wortham advises using small tables as stations throughout the yard or house if you are setting up both inside and outside. Include dessert, meat, condiment and drink tables. This way all the guests are not congregating around one food table and will mingle naturally.
Having enough seating is often a challenge. If you are low on chairs, consider renting them, borrowing from your workplace or church, or asking close friends who are also party guests to BYOS -- bring your own seat.
Setting the Stage
The day before the event, prepare a shopping list for the one and only shopping trip you should make.
"Jot down all the little things like napkins, straws, extra ice, cream for the coffee and make that run the day before," Majcher said. "Go too early, and you'll have to run out again. Go too late, and you'll get totally frazzled."
For the grill, make sure you have plenty of propane or charcoal. A gauge for the propane tank is an economical way to avoid a mid-grilling mishap. Peace of mind could come with an extra charcoal bag beyond what you think you will need.
Prepare as much of the food as possible the day before the event so that you are ready to go. Mark it as "party" in the fridge so that hungry family members don't start the party early, says Majcher.
As the music is "crucial to setting the tone," she said, create the playlist in advance.
On the day of the event, place items in their appropriate locations for ease of use. For example, beverage napkins, cups, soda and an ice chest should be available where the drinks will be set up. Plates and forks should be at the food tables. Large garbage bags should be at the ready in the kitchen and outside.
For the drink table, have plenty of water and ice on hand. Some attendees will likely bring drinks to the party to be shared, but they don't always bring an ice chest with ice. Have extra refrigerator space or coolers and plenty of ice.
Atmosphere
An essential part of outdoor parties, games such as limbo, water balloon tosses and three-legged races can bring together older and younger guests.
"Think of ways to make everyone, young and old, feel included," Wortham said.
For lighting, Wortham uses mason jars filled with sand and tea lights to create inexpensive yet beautiful lighted walkways.
Tiki torches, candles or string lighting can serve the dual purpose of illuminating the area and creating a festive environment, says Wortham.
Rainy-Day Options
"Outdoor parties can be tricky. Depending on the area of where you live, the weather can change in an instant," Wortham said. "Here in California, we can plan months ahead for an outdoor party in June, and the weather turns out to be overcast and cloudy. Always prepare for the weather to change."
She recommends ensuring there is a sheltered area nearby where the party can quickly be shifted. If not, she warns that the venue needs to be weatherproofed with rented canopies or possibly changed.
Also, not all party attendees will be able to tolerate the sun, so have plenty of shaded areas. These areas can be provided by umbrellas, canopies or trees, for example. You can create atmosphere, and shade, by purchasing fabric from discount fabric stores and thrift stores. This fabric can later double as table coverings.
Tear Down
The key to a successful teardown is to start with the end in mind. All party supplies should have a place to be put away, much like Christmas ornaments from a tree.
"If you entertain a lot, try to acquire the same storage bins that you can label and put away with ease. Milk crates are my favorite because they are sturdy, can stack and hold just the right amount," Majcher said.
And, remember, the purpose of the party is to gather friends and family together to have a good time. That means everyone, even the host.
"Everything doesn't have to be perfect," Wortham said. "This is about spending time together. Think of it as your mini-vacation from life in your own backyard."
- Photo Credit Kane Skennar/Digital Vision/Getty Images
