topic Re: Planning a Birthday Party in Community Chat

Planning a Birthday Party

Biftu — Thu, 20 Jun 2024 20:47:05 GMT

I am planning an 80th birthday party at a nice restaurant and I'm a bit overwhelmed. Even though it is not until November, someone said you better reserve a room now. I thought they were crazy until I called and the date I wanted was already booked! Not ideal, but I was able to get the following day. Everything is done through email. I would rather meet with someone but guess that's how things are done now. I just nervously signed the contract.

Since many of the invited guests will be coming from out of state, how soon should I let them know so they can plan? Should I send one of those Save the Date things, and when? Should I send them a list of hotels?

The menu package choice is another issue but I don't have to decide that now. I'm probably blowing this out of proportion but I never did this before and doing it by email doesn't help. Any hints would be appreciated.

Re: Planning a Birthday Party

Desertdi — Thu, 20 Jun 2024 20:51:18 GMT

I hope it's NOT a surprise party... Some folks are kinda "touchy" about their age...

Re: Planning a Birthday Party

Biftu — Thu, 20 Jun 2024 20:54:30 GMT

He is not touchy about his age. Anyway those invited know how old he is, but it will not be a surprise.

Re: Planning a Birthday Party

kaydee50 — Thu, 20 Jun 2024 20:58:28 GMT

Since you already know the date and November can be a busy month for many people, I don't think it's too soon to send out "save the date" notices. I wouldn't at this point send out any other information. That can be done with the actual invitation. Anyway, that's how I think I would handle it.

Good luck!

Re: Planning a Birthday Party

We rescue cats — Thu, 20 Jun 2024 21:00:47 GMT

I think I would send a save the date announcement now either via US Mail or via email, and then I would send an 'official' invitation at least 3-4 weeks before the cut off date for the restaurant, at which time the guest can let you know about meal choice.

Re: Planning a Birthday Party

Janey2 — Thu, 20 Jun 2024 21:03:52 GMT

Hard to believe there was no one to talk to in person, but who knows. I hope you know what the place looks like. I would either send a save the date soon or just send the invitation in the middle of August since you have people coming from out of town. Pick one hotel in the area. Tell them you are expecting people on a certain date and they usually give you a deal on the rooms. Include a card with the invitation suggesting this hotel. Right now most invitations are sent online ( which I do not like) or you can send a printed invitation. I have recently gotten both. @Biftu

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:04:33 GMT

@Biftu that's fantastic. Yes you can send out the "Save the Date" card but within at least 3 months of the party.. My nephew has a few of them stuck on his refridgerator lol.

Have you seen the venue and have they told you the amount that the room holds. About how many freinds are you inviting? Would you like them to RSVP or it does not matter? Also what age are you inviting?

I'm asking a lot of questions lol. I'm excited.

You have enough time to plan it exactly the way you would like it. Menu!! Places for the out of towners to stay, transportation, and other little stuff. Will they get to choose whether they would like fish, chicken or steak? I'm so organized that my family says I scare them. Decorations!!

Ok I'll stop for now.

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:08:07 GMT

I believe that the "Save the Date" card should at least have the magnet stuck to the back so that it could be stuck somewhere where the person could see it daily. It's easy to forget.

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:10:18 GMT

It would be great if the date is no where near Thansgiving.

Re: Planning a Birthday Party

Mom2Dogs — Thu, 20 Jun 2024 21:17:13 GMT

I have been helping to plan a celebration as well. I would make food choice as soon as you can so that it can be added to the invitation, when you are ready to send them. We used a TEXT and email address for the RSVP.

...We had to add to the invitations that if anyone needed a gluten free meal we needed to know...you might want to add that to invitation if your guests need to make a choice or if they are vegan, etc.

We are offering two meat choices which includes salad, meat, veggie and potato...we are supplying the dessert.

I was fortunate that we (friend and I) were able to meet in person with the owner of the restaurant.

Good luck, I sure the party will be a success.

Re: Planning a Birthday Party

Trailrun23 — Thu, 20 Jun 2024 21:18:28 GMT

I would send out the Save the Date reminder now. Since it is in November, you need to find out about availability for hotel rooms. How many are you inviting? If there was no one to speak with at the restaurant, i would just go to the restaurant and ask to speak to the manager; they should be able to put you in contact with the person who handles events or reserved rooms. I hope it goes well and the birthday boy has a great time! The invitation should go out in plenty of time as well. You can find timelines for all of these things on The Knot (which is for weddings but includes what you need) and also many other places online.

Re: Planning a Birthday Party

haddon9 — Thu, 20 Jun 2024 21:26:50 GMT

I'm surprised that no one was going to meet with you. I hosted a baby shower a year ago and went directly to the restaurants I was interested in.

I either emailed or spoke with the person in charge and made an appointment to meet up. I wanted to see what they would say regarding details. Plus I wanted to see the room and if they had any photos for ideas on how others had decorated the space.

Have you been to this restaurant before? They usually will give you an idea of what they have to offer. I did a brunch and it's nice to know how they handle the times you will be having the party.

I would send a save the date by the middle of summer with details to follow. I personally like real snail mail invites but you could always do both.

It sounds like it will be a lot of fun!

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:35:47 GMT

@haddon9 wrote:
I'm surprised that no one was going to meet with you. I hosted a baby shower a year ago and went directly to the restaurants I was interested in.

I either emailed or spoke with the person in charge and made an appointment to meet up. I wanted to see what they would say regarding details. Plus I wanted to see the room and if they had any photos for ideas on how others had decorated the space.

Have you been to this restaurant before? They usually will give you an idea of what they have to offer. I did a brunch and it's nice to know how they handle the times you will be having the party.

I would send a save the date by the middle of summer with details to follow. I personally like real snail mail invites but you could always do both.

It sounds like it will be a lot of fun!

@haddon9 I'm right there with you. I'm not into this text and email stuff when it comes around something that's this important. It's not a BBQ or a picnic.

Re: Planning a Birthday Party

Biftu — Thu, 20 Jun 2024 21:35:36 GMT

I'm thinking about 30 or so people will attend. They do not have to choose what they want to eat. It is buffet style. I can choose between a lunch, light lunch, finger food brunch, or savory brunch. I can alter the menu however I choose. There are a few vegetarians that I know of that will attend. I have attended functions there before and the food is delicious. Very expensive though. I was not expecting a $500 room rental on top of the food, but I guess I'm nieve.

Thanks everyone, i'm on it getting Save the Date cards.

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:38:57 GMT

@Biftu wrote:
I'm thinking about 30 or so people will attend. They do not have to choose what they want to eat. It is buffet style. I can choose between a lunch, light lunch, finger food brunch, or savory brunch. I can alter the menu however I choose. There are a few vegetarians that I know of that will attend. I have attended functions there before and the food is delicious. Very expensive though. I was not expecting a $500 room rental on top of the food, but I guess I'm nieve.

Thanks everyone, i'm on it getting Save the Date cards.

@Biftu that seems like a very popular and elegant place. I would hate to show up in my shorts or jeans.

Re: Planning a Birthday Party

Sage04 — Thu, 20 Jun 2024 21:42:16 GMT

@Biftu wrote:
I'm thinking about 30 or so people will attend. They do not have to choose what they want to eat. It is buffet style. I can choose between a lunch, light lunch, finger food brunch, or savory brunch. I can alter the menu however I choose. There are a few vegetarians that I know of that will attend. I have attended functions there before and the food is delicious. Very expensive though. I was not expecting a $500 room rental on top of the food, but I guess I'm nieve.

Thanks everyone, i'm on it getting Save the Date cards.

@Biftu I thought that the afternoon events would be less but maybe the evening events would be doubled.

Re: Planning a Birthday Party

Biftu — Thu, 20 Jun 2024 21:55:10 GMT

@Sage04 wrote:
@Biftu that's fantastic. Yes you can send out the "Save the Date" card but within at least 3 months of the party.. My nephew has a few of them stuck on his refridgerator lol.

Have you seen the venue and have they told you the amount that the room holds. About how many freinds are you inviting? Would you like them to RSVP or it does not matter? Also what age are you inviting?

I'm asking a lot of questions lol. I'm excited.

You have enough time to plan it exactly the way you would like it. Menu!! Places for the out of towners to stay, transportation, and other little stuff. Will they get to choose whether they would like fish, chicken or steak? I'm so organized that my family says I scare them. Decorations!!

Ok I'll stop for now.

@Sage04 wrote:
@Biftu that's fantastic. Yes you can send out the "Save the Date" card but within at least 3 months of the party.. My nephew has a few of them stuck on his refridgerator lol.

Have you seen the venue and have they told you the amount that the room holds. About how many freinds are you inviting? Would you like them to RSVP or it does not matter? Also what age are you inviting?

I'm asking a lot of questions lol. I'm excited.

You have enough time to plan it exactly the way you would like it. Menu!! Places for the out of towners to stay, transportation, and other little stuff. Will they get to choose whether they would like fish, chicken or steak? I'm so organized that my family says I scare them. Decorations!!

Ok I'll stop for now.

@Sage04 Thanks for your enthusiasm about this event! I'm very organized myself but this is all new to me. Wish you were here to help and attend!

The room holds up to 50 and I'm thinking about 30 will attend. Attendee ages will be from 6 to 85 -- quite a range. I need them to RSVP because I will be paying per person.

There is a hotel above the restaurant, but there are only 17 rooms and it is very expensive. It is an old Inn built in 1871 and operated as a speakeasy during prohibition. Famous guests were Henry Ford, Pearl Buck, Dorothy Parker and James Michener. There is a legend that Oscar Hammerstein composed the lyrics for South Pacific during his stay at the Inn. I can accommodate some guests but will look for other hotel options.
I'm on it with "Save the Date" cards/magnets.

Re: Planning a Birthday Party

Biftu — Thu, 20 Jun 2024 21:56:59 GMT

@Sage04 wrote:
@haddon9 wrote:
I'm surprised that no one was going to meet with you. I hosted a baby shower a year ago and went directly to the restaurants I was interested in.

I either emailed or spoke with the person in charge and made an appointment to meet up. I wanted to see what they would say regarding details. Plus I wanted to see the room and if they had any photos for ideas on how others had decorated the space.

Have you been to this restaurant before? They usually will give you an idea of what they have to offer. I did a brunch and it's nice to know how they handle the times you will be having the party.

I would send a save the date by the middle of summer with details to follow. I personally like real snail mail invites but you could always do both.

It sounds like it will be a lot of fun!

@haddon9 I'm right there with you. I'm not into this text and email stuff when it comes around something that's this important. It's not a BBQ or a picnic.

I agree with both of you. Very annoying.

Re: Planning a Birthday Party

AuntG — Fri, 21 Jun 2024 10:51:35 GMT

With a $500 rental fee, I'd certainly expect an event planner to be willing to meet with me for an hour. It sounds like the venue has a great reputation, so that's the only thing that concerns me. I'm sure they know what they're doing.

Re: Planning a Birthday Party

vermint — Fri, 21 Jun 2024 11:09:04 GMT

@Biftu It sounds like it will be a lovely event!

Just wanted to say, though---be prepared to have to call people for their RSVP. So many just can't be bothered, but will show up anyway. Some will think "well, surely she knows I will be there!"

I know it's not polite, but I'd love to see a line on the invitations saying "If you don't RSVP, don't attend--there will be no food or chair for you!"