The first thing to do is set a date and everything else relies and hinges upon that date. When you choose a date, you have to take things into consideration, such as renting out a place if it is a big event and also choosing a time when people are free. For instance, if you are having a big anniversary, do not schedule it around the time when peoples' kids have final exams or during the vacation rush time of summer when most people are out of time. Taking these things into consideration might involve some communicating with the people that you really want in attendance and finding out when these special selected few will be around.
Planning the date in advance is important as it gives people time to schedule you in and not let anything else conflict with the date you have chosen. Once you have chosen the date, it is time to send out invitations. If you are having a very formal event, like a wedding or graduation ceremony, you might want to send out pre-invitations that tell people to hold the date from months in advance. This will establish your guest amount in a finite way and allow you to cement yourselves in peoples' schedule books before they have made other plans. Then about three weeks in advance, send out your actual invites.
You can mail them out, or do email invitations, or call people on the phone, but regardless of how you do it, allow there to be some kind of opportunity for people to RSVP. You need people to confirm or deny their arrival so that you can make up a good head count and know what kind of size you are looking at. These days email invites are useful because you can mass send out an email and people easily can respond and let you know if they are coming.
Around the time that two weeks have passed, you should have a good idea of a head count and then you can start to figure out details of food. If you plan to cater, of course you will need a head count officially, but if you plan to cook, knowing the amount of people is important, as well. You can start to gauge about how much food you will need, and always keep extra on hand for people who decide to show up after all. Even if some people do not show up, it is better to have more than you need than to be left in the lurch and have a shortage of anything.
Planning all of this in advance keeps your head sane, as party planning can be extremely stressful, especially for a big event. You need to reserve time to figure out what you will be wearing, what your children will wear, and have all of that arranged and ready. You need to make sure that all people have proper directions so that you are not having to be a direction operator on the day of the party and you need to make sure that there is enough of everything, such as seats, food, and space for parking and various other accommodating. The secret to throwing the perfect party is planning ahead and taking all things into consideration beforehand so that when things happen, you will know exactly what to do.
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