Step-By-Step Guide to Planning a Backyard Party

Throwing a marvelous backyard party is the best way to bring your loved ones altogether to spend quality time with them. Whether you’re planning a casual BBQ, a birthday party, or an engagement party, the planning phase can be a little stressful if you are doing it for the first time. However, if you allow plenty of time planning, one can guarantee that your guests will enjoy every moment.

Not sure where to start? Let us help put your mind at ease by considering the following steps.

Step 1: Measure out your space

When you’re planning the perfect backyard party, the first step to take is to consider the space you have available.

Calculate the area of your backyard by measuring the length and the depth (from the back of your house to the fence opposite), then multiply them. Next, make a rough calculation to remove any permanent structures, such as a shed or a fountain, and subtract these areas from your total.

Step-By-Step Guide to Planning a Backyard Party

This should give you an estimate of the total area you’ll have available for your set-up.

At this point, also think about how many guests you’ll be hosting. Imagine them all in the backyard, just as it is. Does it feel crowded?  Or, will they seem to be left to wander around in too much open space?  This is important as it can help you decide what kind of set-up you can choose. For example, will there be enough room for a stage, a dance floor, formal tables, or a bar area?

Unless your backyard party is an adults-only night-time affair, there is a chance that there’ll be kids coming along. This means that your space needs to be safe since kids need to enjoy themselves, too! A dedicated kid entertainment area can make the party feel really special, as well as giving them a chance to socialise with each other. Depending on your space, it could be an inflatable slide, a paddling pool, or even a mat piled high with toys and games.

This is the moment when your party concept really starts to take shape. So, take your time and let your imagination run a little wild.

Step 2: Get a gazebo

Regardless of how small or large your space is, a party gazebo will definitely add a wow factor and provide a bit more social intimacy for your event. A typical 3m x 6m marquee can be erected in minutes, and it can be used repeatedly for events and family holidays for years to come.

On hot days, the last thing you want is your guests drifting inside the house to cool down, or worse, have no space at all to keep cool! A pop-up gazebo can provide much welcome shade. In Australia, the weather can be unpredictable, and if your guests get soaked, your party is over! Instead of risking it, watch them having fun as they shelter from a sudden downpour in your gazebo.

Step-By-Step Guide to Planning a Backyard Party

A party gazebo is an ideal place to set up a buffet or a bar out of the sun, or you can add a dance floor. Decorate it with native floral displays to match your theme. Add fabulous lights and it will add to a magical night-time atmosphere, making it great for photos!

You may think that buying a party gazebo is quite a large investment. But if you consider how much you might have to spend on marquee hire for other events, over the years, it becomes really cost-effective to buy one. A good quality party gazebo from a specialist company, such as Technishelter, will last for years. Strong yet lightweight, easy to assemble and store, it can be used repeatedly, not only in your backyard but in many other locations. Take it with you to the beach, on picnics, camping trips, sports events, and more.

Step 3: Have a meal plan

Next, it’s time to think about the catering.  Do you want your party to have a formal or informal atmosphere? If it’s formal, then large round tables give a sense of occasion and allow people who may not know each other to sit together. A buffet or barbeque is more relaxed, so you could decide to have tables of different sizes arranged randomly around the yard.

Make sure your food is really something special. Think about how appetising aromas will waft through your yard, inviting people to enjoy the spread. Make your decor colourful and inviting; it’s the finer touches that really add to the experience!

Step-By-Step Guide to Planning a Backyard Party

Desserts are important, and one challenge is to keep them fresh-looking. A tip that works well, especially for night events, is to go for frozen desserts. Typically, they won’t last long enough to melt!

Also, as you want every one of your guests to feel welcome, it’s a good idea to consider special dietary needs. Including vegetarian, gluten-free, or even keto options will really make you stand out as a caring host or hostess. With so many people wanting to eat healthily these days, the more natural and wholesome your menu, the more it will be appreciated.

How much food to prepare? Based on the number of guests, a good rule of thumb is to plan 25% more than you think you’ll need. Tasty leftovers are always a big win for families at the end of the festivities.

Step 4: Send invites

Planning ahead of time means sending your invites months before your event. This will help make the event run smoother and even save on costs since you can confirm the final number of attendees. This will help with your catering, and also make sure that you provide enough chairs for everyone.

It’s also good to let people know what type of food you’ll be providing, so they know they don’t have to eat before they come. Also let them know about the drinks you’ll be serving–people love free drinks!

Step-By-Step Guide to Planning a Backyard Party

Most people send invites by social media or email these days. However, for a really special celebration, nothing beats the personal touch of beautifully printed invites.

Step 5: Decorate

The theme of your party will dictate your decoration choices. For a daytime party, it’s usually best to choose a bold colour scheme. If you choose something subtle, there’s a chance that it will be lost under the bright sunlight.

Native flowers and decorations, either real or synthetic, is a great way to make the space feel special. Colourful flowers can mark walkways, and they can also act as elegant centrepieces for each table. Echoing the flowers already growing in the garden space will really set the atmosphere for your event.

Step-By-Step Guide to Planning a Backyard Party

For evening events, lighting is the key to transform your backyard, and you have the option to create whatever effect you want. For example, a curtain of LED lights at the entrance of a party gazebo or even in place of all 4 walls creates a wonderful vibe, which is perfect for relaxing and spending quality time. Want to create a 70s disco vibe?  Just add some multicoloured spotlights and a disco ball!

Step 6: Enjoy the Party

Once you’ve planned and prepared everything, and the party’s starting, there’s only one thing you have to do. Make sure you just relax and enjoy yourself! Forget about any little mishaps that didn’t go to plan since, most of the time, your guests won’t notice.

Step-By-Step Guide to Planning a Backyard Party

In the end, whatever environment you create, whatever food and drinks you provide, one thing that the guests need to enjoy a fabulous party is to share a fun and happy time with you!

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