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How To Organise Your Own Function

Updated on October 4, 2014
Tashaonthetown profile image

Natasha Pelati has published three books of poetry and writes on real-life experiences with the help of psychology.

Planning a function can be very stressful if you do not know what you are doing and it could end up being a very costly affair or a disaster, if you have not planned it correctly.

A do - it - yourself function can be done on the budget that suits you and there is a way to do it without disaster if you follow a few simple steps.

Themed parties make it easier to plan
Themed parties make it easier to plan
Any party with the right theme can be fun
Any party with the right theme can be fun

Step 1 - Create a theme

Creating a theme can save you time and money as you have only one option for décor and food.

It will take away the stress as you will now have some direction for your function.

The colour scheme and food wil be easy to arrange with a theme.

Step 2 - Guest List

Write down how many people you will be inviting and make sure that they are all people that you would want to have at your party.

Ensure that you have their contact details and email addresses.

Sending invitations can be expensive and relying on the postal system is not always a good thing. Email invites are quick and inexpensive.

Once you know how many people you would want it will be easy to organise a venue and catering expenses.

Step 3 - Plan Your Party

You have chosen a theme and have an idea of how many people you would like. Now you need to write down what you need for your theme.

Venue - Where would you fit everyone in?

Décor - things to make your theme come to life

Catering - Go with food to suit your theme

Do you need cutlery and crockery?

Do you have enough seating or would you have to hire?

Are you having an indoor or outdoor function, are you prepared for rain?

Write down everything you think that you need.

Music - Can be themed but generally to suit your generation.

Step 4 - Window Shop

Before you buy anything you need to price everything and that requires you to shop around.

Have a look at a few stores and jot down prices before you spend.

If you are hiring tables and chairs or looking for a venue, get yourself a few quotes first.

This will save you money and allow you to have extra for the beautiful dress you want to wear to your function!!

Step 5- Preparing for the Party

At this stage you already know how many people are being invited

Where you want to have the event

What your theme is

What food you are going to serve

The décor you have chosen

The start time

An estimate of how much it is going to cost

What stores you are getting everything you need from

Now you have to start taking action, this is about one month before your party.

Step 5 - Start the Party!

Send the invitations via email and don't forget R.S.V.P date so that you know exactly how many people to expect.

Book the venue if you are not having it at home. If you have chosen to do it at home then book and pay for the marquee.

Book your hire company for the crockery, cutlery, chairs and tables. Don't forget table cloths, napkins, chair covers and find out if there is a breakage deposit.

Start buying the décor for your theme.

Step 6 - Food and Catering

Buy the food that you need the week before your function. Plan the presentation and don't get too creative if you have never done it before!

A buffet style is always the easiest. You can hire the baine marie's from a catering company and throw all the food into them, the guests serve themselves and you have time to socialise.

Whatever you choose, give yourself enough time. Prepare the hard things the night before so that all you have to do is warm it up on the day.

Ensure that you have ice and a place to keep all the cold drinks!

The easiest thing to do is place glasses on the tables and have a self service bar!

Party Time

Start early!!

Make sure that if you have hired anything from a company they deliver early.

Décor - Set the tables with table cloths, napkins, glasses, plates, knives, forks, dessert spoons

Decorate the room with everything that you have bought for your theme and lay it out the way that you have planned it. Don't feel like you do not have enough because now it's too late and what you have is fine. The décor and set up will take you three hours at the most, do not spend more time on this because the food and drink are the most important!

You already have the food prepared and all you have to do is heat it up and put it into serving dishes.

Do this about two hours before the start time and once that is done get the ice and drinks in place.

An hour before the party make sure that you are ready and waiting because there will always be "early birds" and you should be there to greet them.

Your party is ready to enjoy! Relax, have a drink and socialise.

Theme Ideas

Mexican is a good one because it is colourful and easy to organise.

Décor - Green table cloths, red napkins, White chair covers

For the centrepiece of the table you can get a stand with a sombrero on each one. Place two candles on either side in a glass holder.

Get polystyrene cacti in green, hellium ballons work well to make the room look full. Stick to the colour theme and remember that hellium balloons are difficult to transport!

Mexican Food

Keep it simple because going into detail with the Mexican food can take really long!


Chicken and beef fajitas

Bean Barrito's

Chocolate chilli mousse

Ingredients for fajita's

  • 2 per person tortillas
  • 2 green peppers, sliced
  • 1kg chicken strips, sliced
  • 250ml cream
  • 2 onion
  • 125ml guacamole


  1. slice peppers, onions, chicken
  2. brown onions in pan, then add chicken, salsa spice and peppers.
  3. spread cream and salsa onto tortillas, add grated cheese
  4. once chicken, peppers and onion are cooked, add to tortilla's and roll
  5. place in the oven on grill just to crisp tortilla's and serve!

Mexican Meal

Cast your vote for Fajita's
A home made fiesta!
A home made fiesta! | Source

Kids Parties

These are easy! You can't go wrong with hotdogs and burgers, coke and sweets.

For girls parties a good idea is to get a gazebo and decorate it with pink ribbon. Small chairs with a pink bow and a pink tablecloth too.

Hello Kitty is a favourite for girls and lots of balloons.

For the cake it is easier to buy one but making is more personal.

kids party platter with meringues, cupcakes, rice crispy treats and mini doughnuts
kids party platter with meringues, cupcakes, rice crispy treats and mini doughnuts
Hello Kitty birthday cake
Hello Kitty birthday cake | Source


To ensure that you make it the best function you need good food, good organisation skills and good music!

If people do not have to wait and are entertained then they will have a great time.

Colour co- ordinate your function so that everything blends in and if you are going for a budget function than shop around first.

Should you have the luxury of being able to spend unlimited amounts than there are so many options for you to create the most sensational function.



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    • Tashaonthetown profile image

      Natasha Pelati 5 years ago from South Africa

      Thank you!

    • freecampingaussie profile image

      freecampingaussie 5 years ago from Southern Spain

      A helpful hub for party time, some really good ideas .

      Found you while hopping hubs