How having an event planner makes a difference at a kid’s party
As a mum, it is a dream to relax at your child’s birthday party. The thought of constantly chasing up suppliers, picking up and making sure the cake doesn’t collapse on your trip to the birthday party and running around on the day to make sure nothing has gone wrong - sounds all too daunting.
To Jan, it was an easy decision to hire an event planner to create her daughter’s first birthday party, without having any stress.
When I first met Jan, she already had the ideas for the theme, locked in with her venue, cake baker and florist and arranged a few items herself. However, both Jan and her husband work full-time and they were not able to find a lot of spare time to sit down together and tie in all the finer details to what they already had planned so far. And as time went on, it was adding a lot of stress to Jan.
When we had our first consultation, I knew I was able to help her. There were lots of areas within the planning process that still needed to be finalised, including:
Retrieving further quotes regarding particular prop items to be hired.
Confirming all details with all suppliers (including the venue).
Clarifying final guest numbers with the venue, and breaking it down to adult and children food serving numbers.
Logistics for setting up the backdrop.
Gathering ideas for signage (including design and number of directional signs).
Looking for and arranging age-appropriate favours into kids party bags.
Putting together a venue floor plan, a timeline for the day before, and on the day of her daughter’s first birthday party.
While I was planning the rest of her daughter’s birthday party, Jan was able to focus a lot more on herself and with her family without any added stress.
In the morning of her daughter’s birthday, I visited Jan and her family, to see how they were going and to know that they are in good hands. While Jan and her family were able to enjoy a relaxed breakfast and take their own time for themselves to be ready before the party, I was already at the venue space:
Setting up the backdrop.
Coordinating with the florist where to put the flowers (according to the floorplan).
Putting down our signages to direct the guests to the correct venue space (rooftop).
Having the birthday cake moved from the venue’s fridge (ground level) to the cake table at the party.
Putting bags and boxes well hidden away from guests.
Jan and her family arrived with great amazement in their eyes that everything had gone well according to plan before the guests came!
Throughout their daughter’s event, as they were all able to comfortably chat, have a laugh and catch up with their guests, I checked with the canapes (delivered by waiters and waitresses), worked with Jan and her husband with speeches and cutting the cake (with their daughter’s nap times!) and assisted with handing gift bags out to kids.
Overall at the end of the day, while Jan and her family were saying their “bye”s to their guests, I worked with the venue manager and florist to clear up their props so that the venue space was left spotless for the venue’s next event.
Here are Jan’s final words of how she felt about having an event planner:
“Tracey has been a lifesaver! We wouldn’t have been able to successfully hold this event without her. From planning, communication with vendors, excellent ideas to add, finer details, and finally execution she was there every step of the way. She went above and beyond for us to make sure everything was perfect. We highly recommend Tracey to anyone and look forward to working with her again for any future events.”
If you have an event in mind for me to plan, please get in contact with me. Having an event planner for birthdays and other special occasions and milestones puts your mind in ease for you to focus on what’s important to you and your family without any additional stress and work!
If you love to hear more about me and my helpful tips, don’t forget to sign up to my Special Events club! I release a blog at the start of each month (alternating between events and weddings)!