There are a lot of details to remember when planning a tea party, be it a corporate, club, or personal function. And the best way to keep track of everything, and to bring back memories later, is to keep a journal. Choose whatever size you want. (I personally like a loose-leaf half-size binder.) If you like to scrapbook, you may want to use a journal that matches your favorite size. If you are a computer lover, you can keep it on the computer. I have more than one computer and invariably the information I want is on the other one. Yes, there are flash drives – in the other computer case. So, a loose-leaf notebook is my choice.
In your journal you can collect decorating ideas, themes, guest lists, recipes, and more. After each event you can critique what you would do differently, note where you stored your equipment and journal other thoughts about the day. Maybe you want to take pictures and place them along with your notes of the event.
The first things you should do for your party are to set the date, the theme and the guest list. Be sure to track your RSVP’s once you send out the invitations. Plan details such as decor, room arrangement, table settings, menu (with recipes) and beverage matches.
You will want to develop a shopping list and may even want to do some comparison shopping. You may find that a recipe or favor is out of your budget. You can also decide with your budget in mind whether to hand-craft your invitations, use pre-packaged ones or even use an electronic invitation.
A very important checklist is actually the timeline for the event. Be sure to double the time needed for any one thing. Distractions, cooking mishaps, and more can set you behind. Be sure to leave time for you to relax before guests arrive.
Depending on the size of the group you may even want to ask a few friends to help in exchange for a service for them. Barring that, you might offer a civic group or church a donation in return for help or, if large enough, hire help. Again, a checklist.
You might decide on a potluck. In which case you need to keep track of who is to bring what item and what items you borrowed or rented from whom. You might also want to create playlists for background music (soft classical or light jazz). You might even want to make a few notes about topics of conversation so you don’t forget the blessing for the meal or to toast the guest of honor or even topics that are taboo for the day due to sensitivities of a guest.
Your attention to detail will make the party memorable. By planning well ahead your guests will be amazed by the little things that make your party unique. Be sure to take pictures, have small gifts for the attendees and boxes to send leftovers home with the guests. Pictures you will want to have are of the centerpiece and table setting before guests arrive, pictures of the party in progress and afterwards. You might even want to send pictures to the guests afterwards.
Checklists will help you know you are well prepared and allow you to relax and enjoy the party, too. Remember though that not everything will go perfectly. Plan for contingencies and you will sail through the event. Tea parties are fun, for you and a friend or as a corporate event for 500. Preparation will ensure that.
Tea at the Unicorn Wine Guild 