16 Expert Tips for an Awesome Birthday Party in 2024
A birthday, or as they say in different parts of the world – “cumpleaños” in Spanish, “anniversaire” in French, or “誕生日” (tanjoubi) in Japanese – is a time of joy and celebration. However, you call it and celebrate it, with each birthday comes the delightful yet often scary task of planning. But this time, the game’s about to change!
Keeping everyone entertained, well-fed, and happy while making sure everything runs like clockwork is so exhausting that you might wonder why you didn’t just send an e-card and call it a day!
Luckily, our event experts have combined their forces to transform your birthday planning nightmare into a dream. And with some extra help from Tagvenue and their easy venue search, this will only get easier.
Let’s get planning!
1. Start Early
Tick tock! Time flies by, especially when you’re planning a birthday. It’s amazing how quickly the big day sneaks up on you! Irina Firsova, Sales and Events Manager of Kraft Dalston, recommends that party planners start planning at least a few months before the big day. This helps secure your desired venue and vendors, avoiding last-minute stress and giving you time to focus on the fun and relax with your guests.
For instance, if you’re planning a superhero-themed party for your 5-year-old, starting early gives you time to book a costumed performer, order themed decorations, and send out custom invitations.
In short, early planning is the key to a successful event!
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2. Set a Budget
The lack of budget planning can easily ruin an event and empty your pockets.
Roland Albri, venue manager at Sugar Cane, advises you to determine your budget early and stick to a realistic plan.
Distribute sufficient funds for food, drinks, decorations, entertainment, and other services, such as post-event cleaning. Allocate extra money for the most important aspects of the event, and always have a backup fund for unexpected expenses.
For a teen’s birthday, budget for a photo booth, DJ, snacks, and decorations. For a partner’s milestone birthday, you might spend more on a venue, a catered dinner, and live entertainment.
Consider what will delight the guest of honor and plan your budget accordingly.
3. Choose the Right Venue
Party legends say, “The right venue can make or break an event,” and we couldn’t agree more. Venues are the soul of any event, so choose one that fits your party’s theme.
Make sure that the venue has ample space to accommodate your guests comfortably and matches the atmosphere you want to create. Look for venues with lovely decor if you want to avoid hiring an event designer.
For a Michael Jackson fan, consider a space like Thriller Villa. If they love Barbie, Tonight Josephine, with its neon pink decor, is perfect.
Contact venue managers to discuss what’s included in the price before finalizing your booking. Use our Tagvenue ChatGPT plugin to find exactly what you’re looking for within your budget and preferred location. You can even include dietary restrictions and more.
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4. Send Invitations Early
The days of being “cordially” invited to parties reflect a timeless courtesy that still matters today! So, when is the right time to start sending invitations?
Irina, Sales and Events Manager of Kraft Dalston suggests sending them out 4 to 6 weeks before the party, giving your guests ample time to RSVP and make necessary arrangements, like finding a babysitter or traveling to the venue.
Roland Albri, venue manager at Sugar Cane emphasizes organizing your guest list before sending out invitations.
Personalized invitations add a classy touch and make your guests feel special—like having their names on designated chairs at the party! If you have time, consider personalizing your invitations.
Alternatively, you can create an event on Facebook to contact friends and family and confirm their attendance.
Check out some Pinterest templates for some eye-catching invitation card templates.
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5. Plan a Menu
What’s a party without yummy food?
Tracy Lavin, founder of Tracy Lavin Events, advises offering various foods to cater to guests’ tastes and dietary restrictions. She points out finger foods and mini bowls are stylish and perfect for cocktail parties, while a buffet or sit-down dinner might suit formal birthday parties better.
Irina, Sales and Events Manager of Kraft Dalston encourages party planners to opt for customizable food and drink packages so guests can be well cared for.
Holly Stosic, Sales & Events Assistant at Patch Bars, suggests opting for signature cocktails and gourmet hits, which are always a hit at parties.
Adding kid-friendly finger foods like mini sandwiches and fruit kebabs works great for toddlers. Teens will likely enjoy a buffet with sliders and fries, while adults can enjoy gourmet appetizers and a sit-down dinner.
Each option has its pros and cons, so take time to decide which will work best for your party.
6. Decorate Thoughtfully
Choose decorations that match your theme without cluttering the space. Balloons, flowers, and banners are excellent options! Irina, Sales and Events Manager of Kraft Dalston suggests avoiding confetti and glitter for easier cleanup.
To simplify your planning, consider renting venues with stylish interiors and ambient lighting, which can create a great atmosphere without extra decorations, says Holly, Sales & Events Assistant at Patch Bars.
7. Create a Timeline
Roland venue manager at Sugar Cane and Irina, Sales and Events Manager of Kraft Dalston encourage party planners, particularly those planning a party for the first time, to outline the flow of the party, including arrival times, food service, speeches, and entertainment. This keeps the event organized and guarantees everything goes smoothly.
8. Include Entertainment
Irina, Sales and Events Manager of Kraft Dalston advises party planners to keep guests entertained with music, games, or a DJ and to consider adding the guest of honor’s favorite songs to the playlist.
Tracy, founder of Tracy Lavin Events adds, “Consider hiring a professional DJ and Sax Duo. They’ll bring extra fun and create dazzling lighting effects.”
Holly, Sales & Events Assistant at Patch Bars chimes in, “Live bands are great for keeping guests entertained and the party buzzing, so opt for venues that offer bespoke entertainment packages tailored to your needs. Adding personal touches, like a photo booth or a birthday slideshow, can make the celebration unique to the guest of honor.”
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9. Personal Touches
Holly,Sales & Events Assistant at Patch Bars and Irina, Sales and Events Manager of Kraft Dalston emphasize the importance of adding personal touches to make a birthday celebration special. Whether it’s a photo booth, personalized party favors, or a custom cake, these details can make the event special.
Consider a personalized cake for a young child’s party featuring their favorite cartoon characters like Baby Shark or Dora.
A custom photo booth with props for older kids is perfect for their Instagram feed and capturing memories.
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10. Stay Flexible
Caesar had it right when he said, “No one is so brave that he is not disturbed by something unexpected.” And let’s face it, birthday parties can be full of surprises!
Always be prepared for last-minute changes or unexpected hiccups.
“Having a backup plan, especially for outdoor events, can save the day,” says Irina, Sales and Events Manager of Kraft Dalston. If rain is forecasted for your outdoor barbecue, have a tent or indoor space ready as a backup.
And if the caterer cancels, keep a list of local restaurants that deliver quickly on speed dial!
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11. Add Live Animation
Charlotte Şik, Business Development Manager at Drake & Morgan, recommends mixology classes for adult parties. Learning how to make your favorite cocktails with friends adds a fun and interactive element to the celebration.
Cooking classes, pottery, and dancing are fantastic activities to spice up any party—especially for adults! They’re a blast and a sneaky way to learn something new while potentially getting tipsy in the process!
12. Consider Daycation Experiences
Make anyone’s birthday one to remember with a daycation experience. Charlotte says it’s the easiest way to keep anyone happy on their birthday all day. Start with a brunch featuring bottomless mimosas, a spa session, and a dinner at a trendy restaurant. This surely makes for a luxurious birthday experience for adults.
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13. Choose a Fun Theme
Themes can make planning easier and more cohesive. These can be as original and wild as you like—consider seasons, holidays, and trending topics while keeping in mind the interests and passions of your friend, partner, or loved one.
To simplify things, choose venues that align with your theme, as this will reduce the need for extensive decor or complicated table arrangements.
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14. Determine the Date and Time
Choose a date and time that works best for your guests. Consider weekends or evenings when most people are free to attend. Consider mornings or early afternoons for a kid’s party. Teens might prefer a weekend evening, while adults could enjoy a Saturday night, a Sunday brunch, or a shorter weekday event after work.
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15. Order the Perfect Cake
Our party experts, Roland, venue manager at Sugar Cane and Holly Sales & Events Assistant at Patch Bars, agree: no birthday bash is complete without a show-stopping cake. Make it as delicious as beautiful because nobody wants to be remembered for a boring dessert!
Consider some exotic cake flavors to really wow your guests. How about the nutty-fruity combo of pistachio and raspberry or the sweet and salty magic of apple & salted caramel?
And let’s not forget the tropical vibes of coconut & passionfruit—unconventional flavors that will have everyone’s taste buds doing a happy dance!
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16. Remember the Essentials
Pay attention to the essentials: venue, drinks, food, guest list, and activities. Ensuring these elements are well-coordinated will help create a smooth and enjoyable event. Stock up on plenty of snacks, juice boxes, and fun games for kids’ birthday parties.
Teens will appreciate a variety of snacks, drinks, and entertainment options like a dance floor or game stations. As for adults, they’ll enjoy a well-stocked bar, a diverse food selection, and comfortable seating areas to relax and socialize.
Celebrate Milestones
“Every birthday is a gift.” — Aretha Franklin.
Birthdays come and go, but turning 16, 20, or 60 is a once-in-a-lifetime event! When planning a special day for a friend, spouse, partner, parent, or child, include elements that reflect the guest of honor’s interests.
Whether you create a party centered around their hobbies or help them enjoy a relaxing day free from responsibilities, the focus should be on what they love to show how cherished they are.
We hope these tips make the occasion truly memorable. And remember, planning a birthday party doesn’t have to be stressful—it’s all about celebrating and having fun. Happy planning!
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