Nine Party Planning Tips for Hiring Vendors to make your Parties a Raving Success!

So you’re throwing a party or special event, and you’re not sure how to start planning.

Not to worry. With these nine pro party planning tips you will feel like Martha Stewart in no time.

The first tip might seem obvious, but so many people don’t bother to do this. And that is this:

1. START EARLY.

Earlier than you think.

If you want Entertainment, for example, you want to hire them AT LEAST 2-3 months in advance. Some entertainers are in higher demand, and you'll need to start even earlier.

I've had to turn down so many people for my caricature parties because I'm already booked on their date. The earlier you start, the better your chances are of booking your date.

2. BE FLEXIBLE

Secondly, be flexible.

If your daughter's birthday is the 1st, Could you have her party the weekend before or the weekend after? How about on a Sunday or a Friday instead of a Saturday?

You'll open up more opportunities for yourself if you're flexible about the date and times.

3. Nail the ORDER

Secure your planners first, venue second, photographers, DJs and Entertainers third, food and drink such as caterers, bartenders, bakers and even sommeliers fourth and decorations/decorators last. Don’t forget transportation/valet if needed.

You might omit one or more steps in this sequence and that's ok. But if you're looking to hire a planner, for instance, save yourself the hassle and hire them first, then let them do the heavy lifting for you.

4. GO SMALL

Opt for small local planners and entertainers rather than large "Boxed" all-in-one companies.

It's sad but true that many of the larger “box" companies don't have a set staff because they pay so low. This means they can only afford to hire inexperienced people looking to break into the field and are willing to work for significantly less. They are charging you the same though - or more!

The other day I heard of a bride who had hired a DJ/photographer combo and still hadn't heard from the photographer a mere 2 weeks from her wedding! This is a huge red flag.

Smaller businesses and solopreneurs have a reputation to uphold and are often much more diligent than a big company that isn't a real bargain anyway.

5. DON'T SKIMP ON THE ESSENTIALS

Know what to skimp on and what not to.

Certain things you can have your cousin do - like your hair, IF she's a stylist and you know she will listen to your desires.

One thing you should NEVER skimp on is the Photographer/videographer. If you're having a wedding or any type of event that you want lasting memories, the only memories you'll have if you hire your teenage nephew, is bad ones.

Another one go with a pro is your DJ.

I have seen entire events ruined by a bad DJ. More than once!

Make sure you’re getting the DJ you think you are and that it’s specified in the contract EXACLY who is coming to your wedding or event. Like I said before, the big “box” companies often will send you someone without a lot of experience and YOU get to be their guinea pig.

6. DO YOUR DUE DILIGENCE

Look at reviews. Ask to see portfolios. Listen to them live. My online portfolio is updated regularly with caricatures I have done recently. Look at them! Read the websites. Look at their social media. Don’t just rely on one place online. (In particular the knot.)

If you’re hiring a live artist, Make sure that the samples all seem to be from the same person!

Here’s why: I had a piece stolen and used on Etsy to lure people into buying caricatures there.

Despite the fact that they had pasted their own name onto the drawing, you could also tell by the other drawings that none of them were by the same artist. It's likely they were all stolen!

This has also become a problem with AI. Unfortunately, anyone can make up fake pictures. Learn to look for the signs of AI which include extra fingers. Wonky anatomy. And trying to take over the world. (Just kidding on that last one. Or am I?)

Do your due diligence!

7. GET A CONTRACT

SAY IT LOUD for the people in back:

ALWAYS GET A CONTRACT!

It is common for entertainers and event providers to provide their own contract. Read it carefully and make sure you're ok with signing it.

If they don't offer a contract, ask for one. It's there to protect both yourself and the provider. If you don't have one there's not much you can do if your vendor no-shows and keeps your deposit. Which I hear about on online forums ALL THE TIME.

I always use a contract and it’s for both my client's protection and my own. A good contract will protect BOTH of you. I’ve Also heard of ones that only protect the vendor. This is a big red flag! 🚩 🚩 🚩

Have someone else look at a before signing if you feel uncomfortable with the terms. If you feel like you could get ripped off, don’t sign and find someone else!

Make sure you don’t just GET a contract, but that you READ it as well. Part of negotiation may include asking them to line-item change things you don’t like. You can do that too!

Just please - speaking as a vendor myself - be nice about it.

8. DO NOT MICROMANAGE

Would you hire a chef and then proceed to tell them how to cook? Or worse, take over the kitchen while they stand by?

Allow your professional to do their job. Ask their opinion if you need help and then, take their advice.

That’s just common sense. It's also common courtesy.

Finally -

9. HAVE FUN!

IF you’ve done your due diligence and hired the right pros for your event, all that pre-work will pay off and you can actually sit back and enjoy your own event!

9. HAVE FUN!

If you’ve done your due diligence and hired the right professionals for your event, and followed these party planning tips, all that pre-planning should pay off when the big day finally arrives.

So enjoy it!

Don’t spend your entire party worrying about whether the DJ is playing the right songs, whether the caterer put the food out on time, or whether your entertainer has a line. You hired professionals for a reason. Let them do what they do best while you actually enjoy the party you worked so hard to plan.

Nine Party Planning Tips for a Successful Party

And there you have it: nine things I’ve learned from nearly 30 years of working at weddings, birthday parties, corporate events, festivals, fundraisers, and just about every other kind of event you can imagine.

Start early. Be flexible. Hire vendors in the right order. Know who you’re hiring. Spend your money where it matters. Do your homework. Get everything in writing. Trust the professionals you hired.

And then?

Go have fun.

Because the whole reason you did all this planning in the first place was to create a day worth remembering.

Looking for Entertainment for Your Event?

If you’re planning a party, wedding, corporate event, or special celebration, choosing the right entertainment can make all the difference.

I’ve been drawing caricatures professionally for 27 years, and I bring more than a drawing board to an event. I bring experience, speed, professionalism—and a whole lot of fun.

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