Planning a hens party can be quite a daunting task, especially if you’ve never planned one before. There’s activities, décor and catering to plan; you need keep all of the girls invited happy, and most importantly, you need to give the bride-to-be the ultimate send-off. Keep the overwhelm at bay by following these ten steps to planning the perfect hens party.
1. Check in with the bride-to-be
The bride-to-be may be a super relaxed anything goes kinda bride or she could have a few ideas up her sleeve, so the best place to start is by checking in with her regarding any preferences she may have. Flick her through a series of questions via email or take her out for a glass of wine to run through the details.
Most importantly, you need to know who she’d like on the invite list and when she’d like to have her hens party. Which weekends work for her? Does she want a daytime, night-time or overnight event? Would she like to stay local or would she prefer a destination hens? Check whether there are any activities she’d love to do and equally, whether there is anything she definitely would not like to do. The bride-to-be may also be able to give you a guide of how much she would expect her guests to contribute financially.
To make it super easy for you, we have put together a questionnaire of everything you need to ask the bride-to-be in order to get planning her hens underway. Enter your details below to have it sent to your inbox.
2. Save the date
Now that you have the invite list, it’s time to send out a save the date so that you can get an idea of the number of guests attending and start planning. Creating a Facebook group is a great way to stay in touch with everyone, keep them updated along the way and answer any questions that may come up.
3. Research & plan
Right, now to start planning the fun stuff! If a destination hens or overnight event has been decided upon you need to choose the location and book accommodation.
At this point you can also pick a theme if you’d like to have one and research activities, making sure you take into consideration the ages and abilities of all guests particularly if mums and grandmothers are invited. It’s a great idea to offer flexibility by having different stages to the event so that the guests can choose to attend the whole shebang or just part of the day.
If moving from location to location, keep transportation in mind and leave a little room in the schedule for a relaxed day. No one wants to be rushing around from one place to the next.
After some research you will have an idea of how much various activities cost and you will be able to set a budget keeping in mind how much other guests may want to spend. With your budget in mind you can create a plan for the event and confirm all activities and venues, remembering to factor in the cost of food and drink for various parts of the event.
5. Fill the girls in on the plan
Yay, you now have a plan of attack! It’s time to confirm with all the girls invited a rough outline of the event, what activities they’ll be doing, and how much they need to pay. Give them the bank account details and a due date for their payment, giving yourself a bit of extra time in case you need to chase late payments (and you always do!)
6. Double check your catering plan
You may have booked a restaurant for a portion of the event but be sure to have food and drink available throughout the entire day. For example, you will likely need some bottles of champagne on arrival along with some light snacks before the event really gets underway. The last thing you want is to be attempting to organise a bunch of girls who’ve had too much to drink and too little to eat. Remember to check dietary requirements of guests and bear in mind any pregnant ladies.
7. Think decor, styling & favours
Time to think about prettying the place up. If you’re starting at someone’s home or celebrating at a restaurant, consider décor such as flowers, balloons and bunting. Now is also the time to order any bits and pieces you’d like to make the hen’s day extra special, such as a beautiful floral crown for the bride-to-be, sashes and accessories, or party bags for the guests. If you want to play a few games throughout the event, do a little research and pick a couple you think the bride would like.
8. Create a run sheet
Back to the boring stuff! Write up a run sheet outlining all the important details like where you have to be at what time, how you are getting from one place to the next, contact details of activity vendors and venues, and which guests are attending which parts of the day.
Delegate various tasks out to the bridesmaids or sisters of the bride ensuring the set-up of the day and the day itself runs smoothly. Remember to bring this with you on the day or save to your phone!
9. Confirm with guests & vendors
A few weeks ahead of the hens party, confirm with guests an overview of how the day will run, where to meet, what to bring, and your contact details should they need to get in touch.
A week or so prior, re-confirm all of your hens party bookings, ensuring the date, time, guest number and any other important details are correct.
10. Party time!
Enjoy the amazing event you and your superstar organisational skills have pulled off! More importantly ensure the bride-to-be has the time of her life before she heads down the aisle.
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