Hosting a Birthday Party at a Vaughan Banquet Hall: 12 Tips and Tricks
If you’re planning a birthday bash where you’re pulling out all the stops, then hosting at a Vaughan banquet hall is the perfect venue. Here, we will share 12 tips and tricks to hold the party of the century with as little stress as possible.
1. Choose the right Vaughan banquet hall
It all begins with picking the right banquet hall. You want a Vaughan banquet hall that has an ambience suited to your theme, or that is easy to decorate based on your vision. It should also be located close to the majority of your guests to help ensure everyone can attend.
The right Vaughan banquet hall offers the following:
In-house catering services
Exceptional servers to attend to your guests
Experienced event planners to assist with your party details
Technology such as free Wi-Fi and audio-visual equipment
Flexible space to accommodate your guest list as well as any planned activities and decor
A private lobby so your guests know where to go without mixing with other event guests
Easy transportation, accessibility, and free parking
Availability as close to the actual date of the birthday as possible
2. Be careful with the guest list
The guest list should consider the person you’re celebrating, and who they would and would not like to have at their party. It’s easy to get carried away inviting friends, business associates, and family, and overlook what the guest of honour would want.
Being careful with the guest list also ensures you don’t go over budget. Be sure the guest list makes sense for the event and that you consider the budget to determine how many guests you can afford.
3. Time it right
Birthday parties should be as close to the actual date as possible. You want to keep things in context and avoid holding something too early and (preferably) never too late.
If the birthday falls on an inconvenient date, such as a weekday, on a conflicting major holiday, or when the guest of honour isn’t available, it tends to be better to do it before the birthday date than afterward.
4. Send out save-the-date notices
The fact you’re considering hosting the party at a Vaughan banquet hall tends to mean it’s a major milestone. It’s essential to bring the upcoming event to people’s attention, and saving the date can be helpful.
You want to ensure as many close friends and family can attend as possible. Have fun with it by sending out themed save-the-date e-vites, posting on social media, or sharing in a family newsletter. Keep sending updates to build excitement about the event.
5. Formal or casual
Always consider the person you’re throwing the party for when deciding if it should be something formal or casual. For example, a younger person who loves sports and always wears comfortable clothes would likely want something casual, while someone who is all about fashion and the finer things in life may expect a formal affair.
6. Choose a theme
Generally, birthday parties don’t need a theme, with age often being enough inspiration. However, themed parties tend to be a lot of fun, while providing an exciting jump-off point for everything you do, from the food to the decorations and the cake to the activities.
Choose the theme based on whether the party is formal or casual. Some fun non-kid birthday themes that can be dressed up or down include:
Retro dance party
Favourite movies
Casino night
Glam night
Murder mystery parties
Carnival
Wine, beer, or spirit tasting
Travel or world destinations
7. Plan the menu
The menu should align with the theme, and make sense with the type of birthday party you’re throwing. For example, a casual party theme is suited to a buffet, while a formal party theme calls for table service and a few meal courses.
You can also experiment with experiential dining ideas such as food stations, DIY cooking stations where people create their own dishes (like pizza, pasta, sandwiches, burgers, etc.), or cooking classes where guests can watch the chef prepare the meal before it’s served.
Additionally, you might opt for something like an elegant cocktail party where guests are served assorted canapés, appetizers, and hors d’oeuvres with top-shelf wines and cocktails, or something more casual like a BBQ.
Bonus Menu Tip
Don’t forget to create an inclusive menu that addresses the special dietary needs of your guests. Be sure to add a note on your invite to provide allergy notices and dietary restrictions so you know what to order.
8. Choose a fun bar theme
If drinks are on the menu, have fun choosing a theme such as a wine-tasting bar, craft beer, or artisanal spirit-influenced cocktails. Be sure to include non-alcoholic beverages to appeal to your “sober curious” guests and designated drivers.
You can also use one of these ideas to greet guests, and switch to a traditional bar service once the party gets underway. Also, consider having wine at the tables, as well as something bubbly to toast the guest of honour!
9. Plan some activities
While activities might sound more like for kids, adults love having something to entertain them at big bash parties. Some ideas might include:
Trivia
Game show contests
Wine/craft beer tasting
Cooking classes
Mixology experiments
Entertainment such as a hypnotist, band, or dance team
Dance lessons
10. Keep on top of invites
Be sure to stay on top of all the invites so you have accurate numbers to share with your banquet hall and chef. This will ensure everyone has a place to sit and a meal to enjoy, while also managing things like cake size, goody bags, etc.
11. Share a goody bag
Although this is an extra cost, it’s always nice to thank your guests for attending. Fun ideas include customized cookies, treat bags (better yet, DIY treat bags that guests fill at a candy buffet), or something humorous like a hangover cure kit. Use the party theme or guest of honour’s age as inspiration.
12. Create a playlist
Music is a must at any birthday party. The music should either be theme-related or appeal to the average guest. You can also make a list of the guest of honour's favourite bands and songs. The music will help set the ambience and keep people engaged.
Contact the Event Venue Experts
These tips and tricks will help you plan the perfect Vaughan banquet hall birthday party to keep your guests entertained while showing the guest of honour they are loved!
For more information about the Vaughan banquet halls at Château Le Jardin, click here. You can also call us at 1-888-529-8573 or book a consultation online.