When no where out of the blue, you do not know how you suddenly have ended up being given a task on your plate to organise an event /party, with a shoe-string budget and then have the event planned out to be executed within the next 4 days, a person like me or anyone for that matter who has never organised parties/event is gonna shake head and be clueless! This is not a task on reality TV that am talking about, but a practical one with about 50-60 attendees in-addition to 12 kids!
It is Christmas time in UK with most people on holiday and most party halls would have not been available. I did not know whom to go for support. Google is the best friend during these times to help find the realistic options available to you. Found few party hall phone numbers online, all going to voicemail! Great. What next?!
As I was pacing the floor helplessly, I met a colleague whom I had briefly interacted with before. She was very friendly and instinct told me I could rely on her. From here , our tasks began!
Day 1
When you keep 2 or more venues in mind, you complicate matters for yourself as options are more and you are all the more confused. That was where we were exactly on Day1. On top of it, we were asked to find people’s choices as well. Nevertheless, we sent the mail knowing that hardly 10% would bother to reply. As we waited for that to be decided, in parallel, realistically we wanted to see where we stand on getting party halls in the place where we worked! So with some suggestions from friends, we found 5-6 halls could be tried out. 5 out of the 6 were closed until new year and as luck would have it, one of the halls was available for the event on a Friday evening! Our joy knew bounds and the rates,well it just overshot our budget and with catering to be taken care of, there was not going to be a penny for anything else to spend money on!
Keeping this hall as an option was only possible if people contributed some money from their pockets. I hate asking people to contribute money as then it is not actually a “Party” and people are going to be frustrated and show the least interest! We next thought of looking for caterers as getting a hall is fine, but there should be a caterer as well to provide the food on the D-day. As we were looking for Indian food, we have 5-6 restaurants where we thought we could bargain. Well who knew that this is gonna be tough as well with 5 out of the 6 refusing us. The 6th one out rightly told us that Friday was impossible for him but he could consider a Thursday! Oh What a Day!
Day 2
We were still on square one on Day 2. One thing was decided though. We would do the party in the place where we worked! It was near for everyone and as it was a small place, options are less and it is easier to manage with the limited options. With some directions from the town council, we got a list of around 10-15 halls in the place. While some did pick our calls and either didn’t have the hall on Thursday, some others let them only for kids parties. The others that did not pick our call were visited by both of us spending our entire morning walking all the way and hoping we would find the right place. We had 3 caterers who could provide us dinner on thursday , but the right hall was not in sight.
We finally found a hall that was going to available on hourly rate and extremely expensive. We found another which was very cheap but the hall was small for the number we had in mind!
We were on the verge of booking the costly hall as we had just 2 more days! While I was almost closing on the hall booking, a person sitting nearby told us to try a hall which he said was quite cheap and big enough for us. We instantly remembered the hall he was talking about, we had called the number they had given 100 times, nobody picked. We even visited the place and it was locked! He gave us a out of office hours number to call, and said the place is open on Wednesdays and told us to be optimistic. I asked my friend to check out the place the first thing in the morning.
Both of us surprisingly had dreams of getting the hall which would save us money to use for entertainment and many other options.
Day 3 – First Half
My friend visited the place and called me in despair saying it was closed and that no one picked her call as usual!. People started asking questions on where the party was gonna take place and were all excited about it and discussions started taking place. We both were still unsure in our mind if we could have anything feasible, but kept our thoughts to ourselves!
As I contacted the person who gave me the number explaining our troubles, he told us to email the lady and hopefully she would reply. There was nothing else he could do! My friend sent her a mail and we just prayed silently in our hearts as if we were waiting for results on our exam to be announced any time shortly!
Most of the time when your intentions are good, God does listen to you! The lady replied instantly saying the hall was available! We were getting the hall for 1/3rd of the price of the other one we had almost ended up booking yesterday! Wow, my friend and I just wanted to hug each other in joy as if we had passed with flying colors.
In no time, she got the hall booked and I got the caterer selected by the simple reasoning that he was the cheapest and gave a more interesting Menu than the others!
Day 3 -Second Half
The event was not just to get a hall and provide people food, but provide people entertainment. The most difficult part of any event is people management. You need to have interesting ideas to keep people engaged and you need to make every hour that people spend at the party count! It should be an unforgettable event for them and relish it. As a starting point, as the hall and the caterer was sorted out, and also that we had spare money, we wanted interesting events at the party. As my friend and I had limited bandwidth, we created a core committee where while some were responsible for coming up with Games, others were tasked with decoration, some more in the music and sound department, others had to give us ideas to entertain the children and some more had to be in the food disposal and cleaning committee.
We sent an invitation to all the people announcing the party for the Day 4 and almost all responded saying they would come!
We completed one round of shopping on decoration items, kiddy stuff and some games raw materials and retired for the day.
Day 4- The D-Day
Last minute shopping for prizes on games, hard and soft drinks and crisps saw us overshoot our budget in no time! How do you get the money back? With interesting idea from my friend and another manager, we thought of another game Bingo! Make people buy tickets for Bingo at the party at a nominal price and have nice prizes, but ensure you recover the overshot budget back!
The evening had us both a bit nervous and jittery and the core committee met in the party hall 1 hour before and recapped the agenda. In no time, people started coming. We placed welcome drinks and allowed them to mingle! The kids were all excited with the toys, masks and toffees they received! Then while the games were being played in another room , the food was delivered and we laid it out tastefully and then went to be part of Bingo. Many people bought tickets for the game and we recovered most of our money back!
After interesting games and bingo which had people competitive and cheering for their team, they came all hungry for dinner. Luckily the food turned out tasty and people then turned to the dance floor.
The party was finally over with people having the best time and showering all of us with praises! The best was someone saying that it was the most interesting party that he had attended in the last 4 years!
My friend and I looked at each other satisfied and content at what we had achieved in just 4 days!
I dedicate this blog to her for her relentless help and cheerful attitude.- Padma this is for you!