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The Stylish Detail

A place dedicated to a stylish party, stylish lifestyle and everything in-between.

February 27, 2020

5 Common Mistakes People Make When Planning A Party

Throughout my years of planning events, I have seen it all! The good, the bad and the very ugly!

I’ve always said hosting an event is kinda like producing a Broadway show. There is a ton of prep before, little time in-between guest arrival and curtains up and then its SHOWTIME!

Ok I am being a bit dramatic, but there is so much truth in the saying … “the show must go on”. Things happen and not everything always goes according to plan. Actually, nothing ever goes exactly according to plan.  So why not try your best to prep for all the things that could possibly go wrong?

Which is why I have rounded up my top common mistakes people make when planning a party so you can avoid them!

Ok…Let’s do this!

1. Not allowing for enough set up time:

Problem: A huge detail! So many people underestimate the amount of time it takes to pull everything together. From loading into the space, unwrapping and unboxing and of course setting it all up. It’s a race against time and of course things always go wrong. The last thing you want are your guests walking into the party space while its still being set up. Not a warm welcome at all and not to mention a very stressful start to your party.

Solution: The short answer is: Plan Ahead! When you are a perfectionist like myself, it takes double the time. So, get ready to allow at least 2 to 3 hours prior to the party to get it all done without running around the room like your hair is on fire.

Ask the contact of the venue if you’re able to bring all your décor the day before. They might have a holding space for everything which would make the day of a lot smoother. Also, prep-prep-prep! Pack the car the night before, piece together that banner that comes in 20 different pieces, arrange the centerpieces at home, alphabetize the seating cards, and map out a visual plan of what décor goes where. It will help the process of being sure everything gets done in the short chaotic amount of time you have and done right.

2. Not having contacts available when an issue arises

Problem: Just imagine, the party is set to start in an hour and your custom dance floor has yet to arrive. This is not OK especially because it takes over an hour to install. Trust me, I’ve been there and its not the panic you want to go through before your guests arrive.

Solution: Create a contact list to include all your vendors and venue contacts. It will make your life so much easier when something doesn’t go according to plan.

Be sure to confirm with all your vendors and the venue contact at least 48 hours prior to your event. Discuss the location, vendor entrance, loading dock and timeline of the event with them. Layout the expectation of services and any outstanding details you did not review. During this conversation ask them for a day of contact and phone number, not an office line. This should be the person who will be managing the rentals or service you have secured for the day. If you should run into any types of delays, you are super prepared and have everything in one simple document.   

3. Not staffing enough help for your event   

Problem: You decided to create a balloon arch for the dessert table and had no idea how much time it would consume. Therefore, nothing else was completed during set up. Or the bar is super backed up for your guests because you only secured one bartender for your 150 guests. Guess what? This all could have been avoided with additional help!

Solution: You can’t be expected to do everything yourself. Understand how many people you will need for set up with a limited amount of time and how many people you will need to manage the event.

Staffing and service to a party is everything. So many events I have attended were a mess due to not having the appropriate staffing ratios. Unfortunately, these are the details that could completely ruin your guests experience. Are there enough bartenders? Did you secure staff for clearing dirty plates? Are there enough servers for each table? This might not be the first thing that comes to mind when planning an event but trust me when I say they will be the details MOST noticed.

Reach out to friends and family to be there to assist or secure a staffing company to provide the staffing you need.

Staffing hint I typically recommend:

  • 1 bartender to every 50 guests
  • 1 coat checker to every 50 guests
  • 1 – 2 servers per table of 10 guests

4. Hangry Guests  

Problem: Let’s face it, people attend events with one thing in mind, good food and good drinks. Therefore, so many come hungry and assume they will just eat at the party. Not to mention the moms that are running out the door to make it on time with their kids and didn’t get the chance to feed them at all (I am only speaking for a friend 😊).

Solution: Be sure to have out snacks when people arrive or at least offer a bar snack for those first arrivals. Then I would offer hors d’oeuvres shortly after, especially if it a cocktail setting and keep them coming! If you are only offering a buffet, I would suggest opening the food no later then 40-50 mins into the party. This way people can get their greetings in and get settled while the food is opening! I will tell you from experience that hangry guests are not good guests to have.

5. No show guests

Problem: It’s Fourth of July weekend and everyone is out of town, which means almost 50% of your guest count has fallen off. Or you start getting frantic calls from your crazy Aunt who is complaining of a detour due to a parade through town which rerouted her Waze App. All possible and have all happened to me! Its not fun and no doubt your guests will show up stressed or annoyed.

Solution: It’s so important to check for competing events or holidays before committing to the date of your event. Try to avoid special events on major holidays and be sure to check community calendars before committing.  

I was planning an anniversary event for about 200 guests for a high-level client and found out a few months later it was the date the Pope was visiting NYC. He shut down most of New York for hours, which made it almost impossible for my vendors to access the venue and a nightmare of guests to get to the party. It did not make for a great night I will tell you that!

I can only hope these few tips help to you to plan a stress free party without all of the last minute panic! Remember even though it may seem like you are saving lives, you are only planning a party!

OX- Danielle

Celebrate, Entertain

Previous Post: « My Ultimate Party Playlist I Actually Swear By
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A Jersey gal obsessed with all things pretty, entertaining & throwing a good ol’ party! My therapy is decorating and discovering new and beautiful places.I’m currently navigating through my best chapter yet as a boy mom to my adorable babes and enjoying this crazy life married to my high school sweetheart and best friend, Scott. Join me on my journey of celebrating life’s lovely moments, living a happy and simple life and finding beauty in every detail along the way!

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thestylishdetail

Creating Stylish Celebrations For You
Event Decor | DIY | Mom Life | 📍NJ
Creator of @DylanRaeJewelry
Featured on HGTV + SMP
👇🏻Shop + Party With Me

Danielle • Party Inspo • DIY
Life is good 🫶🏻 Growing older is weird. You Life is good 🫶🏻 Growing older is weird. You step back + realize the littlest things were always the most important. This is me 💕
Buzzing with excitment to see my little explorer’s love for bugs come to life in his room. 🪲🕷️🐛
⠀
Anyone else have trouble finding cute prints or wall art?! I never thought this simple task would turn into a month long search, but finally found the perfect match on @etsy - love to support small businesses when possible and some were under $5
⠀
All direct links found on my LTK page {direct link in bio}
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ONEderful n e w s 💕 ⠀ The Stylish Shop will b ONEderful n e w s 💕
⠀
The Stylish Shop will be open for orders for a limited time only! Be sure to click the direct link in my bio to check out our new styles!
The hunt is on for the cutest Easter finds at Walm The hunt is on for the cutest Easter finds at Walmart 🐰 Spoiler Alert: she finds the flocked bunnies 🙌🏻
Create a 🪐S P A C E 🪐 backdrop with me. ⠀ Create a 🪐S P A C E 🪐 backdrop with me.
⠀
This backdrop was so easy to do with just a few balloons + items from Amazon…oh and a little fringe swag by me 😊 Perfect for a kids party venue that do not allow much time for decor!
Adding S P A C E theme to my favorites 🪐 ⠀ Ne Adding S P A C E theme to my favorites 🪐
⠀
Need a fun way to pull together this theme, but have little time + budget?
⠀
This backdrop was so easy to do with just a few balloons + items from Amazon…oh and a little fringe swag by me 😊 Perfect for a kids party venue that do not allow much time for decor!
My sweet little Valentine’s ❤️ ⠀ I don’t My sweet little Valentine’s ❤️
⠀
I don’t know about anyone else, but I’m exhausted! I think these boys were on a 5 hour sugar rush yesterday and my little fingers from crafting are due for a manicure! No matter what I’m having the best time being their mama + thank the heavens above I get to call them mine.
⠀
Last slide is what Kai picked out for me … he told my husband when they were shopping “Mommy likes these” haha no bad energy around here! Hope you had a great day + spread the L O V E.
Show your littles you care this Valentine’s Day Show your littles you care this Valentine’s Day with a DIY non-candy gift! Get creative, and make something their classmates will LOVE… oh and something they won’t throw away!
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List of all items on my LTK app in bio.
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#valentinesday #diy #noncandy
#classvalentines #diyvalentines #valentinesinspo #kidsvalentines #pinterestmom #rawsugar #rawsugarliving #roommom #valentinesday2023 #happyvalentinesday #classmategifts #valentinesgift #diymom #craftymom #targetfinds #noncandyvalentine #valentinediy #classroomvalentine
Raising little gentlemen has been my best chapter Raising little gentlemen has been my best chapter yet 🤍 #boymom
⠀
Shop our favorite mama & mini outfits at the LTK link in my bio!
Heartbreaker 💔 The sweetest non-candy classroom Heartbreaker 💔 The sweetest non-candy classroom Valentine! So easy to make and budget friendly! 💗
⠀
Check out my LTK where I’ve linked all of these adorable plastic hearts that come in a pack of 30 + some other fun ideas! https://liketk.it/404wP
all { P I N K } everything 💗 ⠀ Boy mama here all { P I N K } everything 💗
⠀
Boy mama here 🙋🏼‍♀️ looking for any excuse to add a little pink to our life! However, I have to admit after all the decluttering from the holidays Valentine’s Day definitely doesn’t get as much love around here!
Fries Before Guys 💕🍟💗 ⠀ Now that we are Fries Before Guys 💕🍟💗
⠀
Now that we are all hearts + pink everything I can’t stop thinking about one of my favorite parties ever with the amazing @ashwisdom -  always giving us the best themes with the most unexpected colors!
⠀
Who’s throwing a Valentine’s party this year?!
Gingerbread sippers for the W I N ❤️ ⠀ These Gingerbread sippers for the W I N ❤️
⠀
These lil @orientaltrading cookie cutie cups were a huge hit for Kai’s holiday party this morning!
⠀
I’m always on the hunt for a cute themed favor that actually serves a purpose + adds to decor and THIS WAS IT! They arrived assembled + ready to go. All I did was wrap each in clear wrap + finish with holiday ribbon and tag!
⠀
#christmasideas #classgifts #classchristmasgift #diymom #christmassnacks #snackmom #magicmaker #makingmagic #christmastag #kids #stockingstuffers #giftidea #christmas #gingerbreadman #kidsgiftidea #classgifts #diychristmas #diykidsgift #makeitsparkle #themondaysunshine #_withjoy #holidaysweetshome #toddlergiftideas #toddlerlife
Let the ✨M A G I C ✨begin ⠀ I don’t know a Let the ✨M A G I C ✨begin
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I don’t know about you, but I’m so ready for Christmas. We decorated way early this year + mentally I have been prepping {but still not ready} for the big day. Just watching these boys light up at every sight of the magic - is the best gift of all!
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Ps - if you’re in NJ you need to book @laurencastigliaphotography Santa sessions! The best memories ever❤️
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Joy in Jersey! ✨ As a small shop owner - I love Joy in Jersey! ✨ As a small shop owner - I love the power of supporting local businesses and found this hidden gem @laserragardens in my very own backyard!
⠀
The most magical garden center and shop with so many unique finds for the holiday! I might have gone a little crazy with these fringe metallic hearts in every room, but hey we gotta do what makes us happy right?!
⠀
If you are local def make it a point to stop in this weekend - it’s too freakin cute!
✨D I S N E Y✨ when you wish upon a star, dream ✨D I S N E Y✨ when you wish upon a star, dreams do come true 🏰💕
⠀
Celebrated the most magical trip as a family of four and cried some major happy tears! So many fun things to share with you + might have just become disney obsessed!
⠀
Warning in advance for a serious for an over share of this fun getaway that I recommend not waiting on … just book it!
⠀
⠀
⠀
⠀
⠀
⠀
⠀
⠀
#disney #disneyworld #disneyland #disneymemories #splashmountain #disneyworldtrip #briarbear #adventureland #magickingdom #disneyparks #disneynews #disneyresorts #disneymom #disneytravelplanner #disneytravel #disneyig #disneygram #disneybound #disneyvacation #florida #orlando #disneyflorida #momblog #boymom
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Holding onto every pretty in pink corner in a hous Holding onto every pretty in pink corner in a house full of boys!
⠀
These adorable bottle brush trees have been my favorite addition to our holiday decor + the simplest way to add an unexpected touch of color. 
⠀
Follow my shop @Thestylishdetail on the @shop.LTK app to shop this post and get my exclusive app-only content!
⠀
⠀
⠀
⠀
#liketkit #LTKhome #LTKSeasonal #LTKHoliday
@shop.ltk
https://liketk.it/3WkGA
⠀
#itschristmastime #itschristmas #bohohomedecor
#bohointeriors #bohoinspired #bohochristmas
#bohochicstyle #njblogger #christmastreedecorating
#christmasmood #christmasminisessions
#christmasgiveaway #holidaystyle
#christmasmantle
#amazonfashionfinds #amazonmusthave
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👽💫OUT of this WORLD 💫👽 I know we are a 👽💫OUT of this WORLD 💫👽 I know we are all “falala” already, but until I can wash all of this glitter off my face - I’m gonna celebrate our favorite holiday ever!
⠀
Kai was adamant about making this one work and have to admit it was a challenge … but anything to make them smile! The light up spaceship was the icing on the cake and I’ll prob have the burn marks to show years to come!
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thestylishdetail

Creating Stylish Celebrations For You
Event Decor | DIY | Mom Life | 📍NJ
Creator of @DylanRaeJewelry
Featured on HGTV + SMP
👇🏻Shop + Party With Me

Danielle • Party Inspo • DIY
Life is good 🫶🏻 Growing older is weird. You Life is good 🫶🏻 Growing older is weird. You step back + realize the littlest things were always the most important. This is me 💕
Buzzing with excitment to see my little explorer’s love for bugs come to life in his room. 🪲🕷️🐛
⠀
Anyone else have trouble finding cute prints or wall art?! I never thought this simple task would turn into a month long search, but finally found the perfect match on @etsy - love to support small businesses when possible and some were under $5
⠀
All direct links found on my LTK page {direct link in bio}
⠀
⠀
#kidsroomdecor #kidsroominspo #kidsspace #toddlerroom #toddlerroomdecor #playroomdecor #nurserydecor #nurseryinspo #childrensdecor #childrensroom #homedecor #interiordesign #decorforkids #kidsinteriors #kidsroomideas #kidsroomdesign #kidsroomstyle #toddlerboyroom #neutraltoddlerroom
ONEderful n e w s 💕 ⠀ The Stylish Shop will b ONEderful n e w s 💕
⠀
The Stylish Shop will be open for orders for a limited time only! Be sure to click the direct link in my bio to check out our new styles!
The hunt is on for the cutest Easter finds at Walm The hunt is on for the cutest Easter finds at Walmart 🐰 Spoiler Alert: she finds the flocked bunnies 🙌🏻
Create a 🪐S P A C E 🪐 backdrop with me. ⠀ Create a 🪐S P A C E 🪐 backdrop with me.
⠀
This backdrop was so easy to do with just a few balloons + items from Amazon…oh and a little fringe swag by me 😊 Perfect for a kids party venue that do not allow much time for decor!
Adding S P A C E theme to my favorites 🪐 ⠀ Ne Adding S P A C E theme to my favorites 🪐
⠀
Need a fun way to pull together this theme, but have little time + budget?
⠀
This backdrop was so easy to do with just a few balloons + items from Amazon…oh and a little fringe swag by me 😊 Perfect for a kids party venue that do not allow much time for decor!
My sweet little Valentine’s ❤️ ⠀ I don’t My sweet little Valentine’s ❤️
⠀
I don’t know about anyone else, but I’m exhausted! I think these boys were on a 5 hour sugar rush yesterday and my little fingers from crafting are due for a manicure! No matter what I’m having the best time being their mama + thank the heavens above I get to call them mine.
⠀
Last slide is what Kai picked out for me … he told my husband when they were shopping “Mommy likes these” haha no bad energy around here! Hope you had a great day + spread the L O V E.
Show your littles you care this Valentine’s Day Show your littles you care this Valentine’s Day with a DIY non-candy gift! Get creative, and make something their classmates will LOVE… oh and something they won’t throw away!
⠀
List of all items on my LTK app in bio.
⠀
⠀
⠀
#valentinesday #diy #noncandy
#classvalentines #diyvalentines #valentinesinspo #kidsvalentines #pinterestmom #rawsugar #rawsugarliving #roommom #valentinesday2023 #happyvalentinesday #classmategifts #valentinesgift #diymom #craftymom #targetfinds #noncandyvalentine #valentinediy #classroomvalentine
Raising little gentlemen has been my best chapter Raising little gentlemen has been my best chapter yet 🤍 #boymom
⠀
Shop our favorite mama & mini outfits at the LTK link in my bio!
Heartbreaker 💔 The sweetest non-candy classroom Heartbreaker 💔 The sweetest non-candy classroom Valentine! So easy to make and budget friendly! 💗
⠀
Check out my LTK where I’ve linked all of these adorable plastic hearts that come in a pack of 30 + some other fun ideas! https://liketk.it/404wP
all { P I N K } everything 💗 ⠀ Boy mama here all { P I N K } everything 💗
⠀
Boy mama here 🙋🏼‍♀️ looking for any excuse to add a little pink to our life! However, I have to admit after all the decluttering from the holidays Valentine’s Day definitely doesn’t get as much love around here!
Fries Before Guys 💕🍟💗 ⠀ Now that we are Fries Before Guys 💕🍟💗
⠀
Now that we are all hearts + pink everything I can’t stop thinking about one of my favorite parties ever with the amazing @ashwisdom -  always giving us the best themes with the most unexpected colors!
⠀
Who’s throwing a Valentine’s party this year?!
Gingerbread sippers for the W I N ❤️ ⠀ These Gingerbread sippers for the W I N ❤️
⠀
These lil @orientaltrading cookie cutie cups were a huge hit for Kai’s holiday party this morning!
⠀
I’m always on the hunt for a cute themed favor that actually serves a purpose + adds to decor and THIS WAS IT! They arrived assembled + ready to go. All I did was wrap each in clear wrap + finish with holiday ribbon and tag!
⠀
#christmasideas #classgifts #classchristmasgift #diymom #christmassnacks #snackmom #magicmaker #makingmagic #christmastag #kids #stockingstuffers #giftidea #christmas #gingerbreadman #kidsgiftidea #classgifts #diychristmas #diykidsgift #makeitsparkle #themondaysunshine #_withjoy #holidaysweetshome #toddlergiftideas #toddlerlife
Let the ✨M A G I C ✨begin ⠀ I don’t know a Let the ✨M A G I C ✨begin
⠀
I don’t know about you, but I’m so ready for Christmas. We decorated way early this year + mentally I have been prepping {but still not ready} for the big day. Just watching these boys light up at every sight of the magic - is the best gift of all!
⠀
Ps - if you’re in NJ you need to book @laurencastigliaphotography Santa sessions! The best memories ever❤️
How to create our best seller pom pom gift toppers How to create our best seller pom pom gift toppers 💕
⠀
⠀
⠀
⠀
⠀
#bohochristmas
#njblogger #christmastreedecorating
#christmasmood #holidaystyle
#christmasmantle #DIYparty #etsy #etsyshop #pompoms #eventplanner #gifttopper #smallbusiness #howtomakepompom #diy #thestylishdetail #homedecor #christmasdecor #birthdayparty #partydecor #xmasdecor #kidsparty #womensmallbusiness #shopsmallbusiness
#amazonmusthave
⠀
⠀
⠀
The magic moments I’ve always prayed for ❤️ The magic moments I’ve always prayed for ❤️
⠀
⠀
⠀
#elf #elffun #elfideas #elfonashelf #elfontheshelf #elfontheshelfideas #elfshenanigans #elfontheshelf #movetheelf #struggleisreal #elf #momlife #momsofinstagram
Joy in Jersey! ✨ As a small shop owner - I love Joy in Jersey! ✨ As a small shop owner - I love the power of supporting local businesses and found this hidden gem @laserragardens in my very own backyard!
⠀
The most magical garden center and shop with so many unique finds for the holiday! I might have gone a little crazy with these fringe metallic hearts in every room, but hey we gotta do what makes us happy right?!
⠀
If you are local def make it a point to stop in this weekend - it’s too freakin cute!
✨D I S N E Y✨ when you wish upon a star, dream ✨D I S N E Y✨ when you wish upon a star, dreams do come true 🏰💕
⠀
Celebrated the most magical trip as a family of four and cried some major happy tears! So many fun things to share with you + might have just become disney obsessed!
⠀
Warning in advance for a serious for an over share of this fun getaway that I recommend not waiting on … just book it!
⠀
⠀
⠀
⠀
⠀
⠀
⠀
⠀
#disney #disneyworld #disneyland #disneymemories #splashmountain #disneyworldtrip #briarbear #adventureland #magickingdom #disneyparks #disneynews #disneyresorts #disneymom #disneytravelplanner #disneytravel #disneyig #disneygram #disneybound #disneyvacation #florida #orlando #disneyflorida #momblog #boymom
⠀
Holding onto every pretty in pink corner in a hous Holding onto every pretty in pink corner in a house full of boys!
⠀
These adorable bottle brush trees have been my favorite addition to our holiday decor + the simplest way to add an unexpected touch of color. 
⠀
Follow my shop @Thestylishdetail on the @shop.LTK app to shop this post and get my exclusive app-only content!
⠀
⠀
⠀
⠀
#liketkit #LTKhome #LTKSeasonal #LTKHoliday
@shop.ltk
https://liketk.it/3WkGA
⠀
#itschristmastime #itschristmas #bohohomedecor
#bohointeriors #bohoinspired #bohochristmas
#bohochicstyle #njblogger #christmastreedecorating
#christmasmood #christmasminisessions
#christmasgiveaway #holidaystyle
#christmasmantle
#amazonfashionfinds #amazonmusthave
⠀
⠀
⠀
👽💫OUT of this WORLD 💫👽 I know we are a 👽💫OUT of this WORLD 💫👽 I know we are all “falala” already, but until I can wash all of this glitter off my face - I’m gonna celebrate our favorite holiday ever!
⠀
Kai was adamant about making this one work and have to admit it was a challenge … but anything to make them smile! The light up spaceship was the icing on the cake and I’ll prob have the burn marks to show years to come!
Load More Follow on Instagram
  • Email
  • Instagram
  • Pinterest

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