Event Management Plan: Birthday Bash

EVENT MANAGEMENT PLAN FOR A SWEET SIXTEEN BIRTHDAY BASH

THEME: HOLLYWOOD GLAM

TOTAL BUDGET: $400

INTRODUCTION

Organizing a Sweet Sixteen party is all about getting creative and being organized to make the celebration unforgettable. The goal of this event management plan is to create a memorable and glamorous celebration for the birthday girl, within a modest budget of $400.

The chosen theme, Hollywood Glam, reflects the birthday girl's passion for movies, celebrities, and the glitz of Hollywood.

This plan will provide a comprehensive overview of all aspects of the event, including theme selection, design, entertainment, food and beverages, logistics, guest management, and budget considerations.

Theme and Design

Theme Selection

The birthday girl and her parents chose the Hollywood Glam theme after considering several options. The theme perfectly matches with her love for the movie industry, red carpet events, and the glamorous lifestyle related to Hollywood. This theme will be the combination of all the design, decor, and activities at the party.

Decorations

Decorations perform major part of bringing the Hollywood Glam theme to life. The design elements will make the venue turned into a Hollywood red carpet event, making the birthday girl and her guests feel like stars.

Color Scheme

The color scheme will consist of black, gold, and red classic Hollywood colors that gives elegance and luxury. These colors will be used throughout the venue, from the entrance to the table settings.

This color scheme will create an attractive and stylish atmosphere.

Entrance

Red Carpet: To create a perfect Hollywood theme, a red carpet will be rolled out at the entrance of the venue. This carpet will be bordered by velvet ropes. It will give guests the feeling of entering a reputable event.

The red carpet will be rented from a local event rental company at a cost of $20 for the evening. The velvet ropes will be borrowed from a family friend to save on costs.

Backdrop: A DIY Hollywood sign backdrop will be placed at the entrance. It will make it an ideal spot for photos as guests arrive. The backdrop will be created using black and white poster boards, spray paint, and string lights.

The materials will cost approximately $20.

Table Settings

Tablecloths: Black tablecloths will be used to cover the tables.

These will be rented for $5 per table from the same event rental company that is providing the red carpet. The total cost for five tables will be $25.

Napkins: Gold napkins will be used to add a touch of luxury to the table settings. These napkins will be purchased in bulk for $10.

Centerpieces: Each table will feature a Hollywood-themed centerpiece. The centerpieces will include small clapperboards with the birthday girl’s name and the date. It will also be surrounded by LED candles to make it look even more enchanting.

The clapperboards will be purchased online for $2 each, and five will be needed, costing $10. The LED candles will be bought in bulk for $15.

Balloon Arch

A balloon arch will be an important feature, placed at the entrance or around the dance floor. The arch will be made up of gold and black balloons, arranged to create an impressive visual effect.

The balloons and arch materials will be purchased for $25, and the assembly will be done by family members.

Photo Booth

A DIY photo booth will be set up to provide guests with a fun activity and memories. The photo booth will be decorated with a Hollywood-themed backdrop, film reels, and star cutouts. Props like sunglasses, fake Oscars, director hats, and feather boas will be available for guests to use in their photos.

Props: The props will be purchased online, with the total cost estimated at $20.

Backdrop: The backdrop will be a DIY project using materials like poster boards, fabric, and string lights. The total cost for the materials will be $20.

Photo Booth Management: The photo booth will be self-service, with guests using their phones or a provided camera to take pictures. A family member will be assigned to oversee the photo booth and assist guests as needed.

Additional Decor

Streamers: Red and gold streamers will be used to add more color and energy to the venue. The streamers will be hung from the ceiling, around doorways, and across the walls.

The cost for the streamers will be $10.

Fairy Lights: Fairy lights will be hung around the venue to create a magical, star-like atmosphere. These lights will be purchased for $15.

Summary of Decoration Costs

Item	Details	Cost
Red Carpet	Rental from event rental company	$20
Velvet Ropes	Borrowed from a family friend	$0
Hollywood Sign Backdrop	DIY materials (poster boards, spray paint, string lights)	$20
Tablecloths	Rental for 5 tables	$25
Napkins	Gold napkins purchased in bulk	$10
Centerpieces	Clapperboards and LED candles	$25
Balloon Arch	Balloons and arch materials	$25
Photo Booth Props	Hollywood-themed props	$20
Photo Booth Backdrop	DIY materials	$20
Streamers	Red and gold streamers	$10
Fairy Lights	String lights	$15
Total Decoration Cost		$190

Activities and Entertainment

Entertainment is a main component of the party, making sure that guests are engaged and having fun throughout the evening. The activities and entertainment options will be in contrast with the Hollywood Glam theme. It will provide a glamorous and interactive experience for the birthday girl and her friends.

Dance Floor

The living area of the venue will be cleared to create a big dance floor. The dance floor will be the main point of the party, where guests can dance and enjoy the music.

DJ: The DJ will be hired to play a mix of the birthday girl’s favorite songs along with popular hits. The DJ will also take requests from the guests. Making sure that the music is according to everyone’s tastes. The DJ’s services will cost $100 for the evening, which includes setup, music, and sound equipment.

Dance Floor Setup: Disco lights and a mirror ball will be added to enhance the atmosphere on the dance floor. These items will be borrowed from a friend to save on costs. The mirror ball will reflect light around the room, creating a dazzling effect that complements the Hollywood Glam theme.

Interactive Games

Interactive games will be arranged to keep the guests entertained and engaged throughout the evening.

Karaoke: A karaoke machine will be rented for the night, allowing guests to sing their favorite songs. Karaoke is a fun and interactive activity that encourages guests to participate and show their singing talents.

The rental cost for the karaoke machine will be $30.

Award Ceremony: A mini “Oscar Award” ceremony will be held during the party. Guests will receive funny awards like “Best Dancer,” “Best Dressed,” and “Most Likely to Become a Celebrity.” Small trophies will be given out as awards.

The trophies will be purchased online, with a total cost of $10.

Additional Entertainment

Caricature Artist: A caricature artist will be hired for a short session during the party. The artist will create fun and magnified portraits of the guests, which they can take home as a keepsake.

The caricature artist will be booked for a 1-hour session, costing $50. This unique form of entertainment will add a creative and personal touch to the party.

Summary of Entertainment Costs

Item	Details	Cost
DJ	Professional DJ for the evening	$100
Karaoke Machine Rental	Rental for the night	$30
Award Ceremony Trophies	Mini trophies for funny awards	$10
Caricature Artist	1-hour session	$50
Total Entertainment Cost		$190

 

Food and Beverages

Food Options

The food will be served in a buffet-style to accommodate different tastes and preferences. To keep costs manageable, family members will look-after with the preparation and serving of the food.

Appetizers

Mini Pizzas: Mini pizzas are an easy and popular choice for appetizers. They will be ordered from a local pizzeria. Each pizza will be cut into small pieces to make it easier for guests to sample different flavors. The total cost for 30 mini pizzas will be approximately $30.

Veggie Platter: A veggie platter with a variety of fresh vegetables like carrots, celery, cucumbers, and cherry tomatoes, served with a dipping sauce. The veggies will be purchased from a local grocery store. The total cost for a large platter will be around $10.

Sliders: Mini sliders (small burgers) will be prepared and served with a variety of toppings such as lettuce, cheese, and pickles. The sliders will be homemade with the help of family members.

The cost for ingredients to make 30 sliders will be approximately $20.

Main Course

Pasta Bar: A pasta bar will offer guests a choice of different types of pasta (e.g., penne, spaghetti) with various sauces like marinara, Alfredo, and pesto. This setup will allow guests to customize their plates. The cost for pasta, sauces, and toppings will be around $50.

Desserts

Hollywood-Themed Cake: A custom cake decorated with Hollywood motifs, such as stars and film reels. The cake will be ordered from a local bakery.

The cost for the cake will be approximately $40.

Cupcakes: Cupcakes will be decorated with star toppers to match the Hollywood theme. A dozen cupcakes will cost around $15.

Candy Bar: A candy bar displaying with gold-wrapped chocolates and other sweets will be set up for guests to enjoy. The cost for candy and setup will be approximately $15.

Beverages

Non-Alcoholic Drinks

Mocktails: Themed mocktails will be served, such as:

Golden Glow: Pineapple juice with a splash of soda, garnished with a cherry.

Star Sparkler: Sparkling apple cider with fruit garnishes.

  The cost for mocktail ingredients will be approximately $20.

Other Beverages: In addition to mocktails, a variety of sodas, juices, and water will be provided.

The total cost for these beverages will be around $10.

Summary of Food and Beverage Costs

 

Item	Details	Cost
Mini Pizzas	30 mini pizzas from a local pizzeria	$30
Veggie Platter	Fresh vegetables and ranch dip	$10
Sliders	Homemade mini burgers	$20
Pasta Bar	Pasta, sauces, and toppings	$50
Hollywood Themed Cake	Custom cake from local bakery	$40
Cupcakes	Decorated with star toppers	$15
Candy Bar	Gold wrapped chocolates and sweets	$15
Mocktails	Themed mocktails	$20
Other Beverages	Sodas, juices, water	$10
Total Food and Beverage		$190

 

Logistics and Timeline

Venue Selection

The party will be hosted at the birthday girl’s home to stay within budget. This venue will be transformed into a Hollywood Glam setting, using the decorations and design elements planned.

Space Consideration

Dance Floor: The living area will be cleared of furniture to make space for the dance floor. This area will be the main point for entertainment and dancing.

Food and Drink Tables: Designated areas will be set up for food and beverages. Tables will be covered with black tablecloths and decorated with gold napkins.

Photo Booth: A section of the room will be reserved for the DIY photo booth, with extra space for guests to pose and take pictures.

Vendor Management

Catering: The food will be self-served with family’s help, but pre-ordered items such as mini pizzas and the cake will be taken from local vendors.

Entertainment: The DJ and caricature artist will be booked well in advance. The DJ will be confirmed for a 4-hour service, including setup and breakdown. The caricature artist will be scheduled for a 1-hour session.

Timeline

Two Weeks Before:

·         Finalize the guest list.

·         Send out invitations.

·         Confirm all vendor bookings (DJ, caricature artist).

One Week Before:

·         Purchase and prepare decorations.

·         Order the cake and any pre-ordered food items.

·         Assemble DIY decorations and photo booth.

Day Before:

·         Set up the venue with decorations, red carpet, and balloon arch.

·         Prepare and set up food and drink stations.

·         Confirm the arrival time of vendors and finalize any last-minute details.

Day Of:

·         Finalize food preparation.

·         Set up the dance floor, photo booth, and entertainment areas.

·         Ensure all guests are welcomed and that the event runs smoothly.

Guest Management

Invitations

Design: Hollywood-themed digital invitations will be designed and sent through email or messaging apps. The invitations will feature a glamorous design with the event details.

RSVP Tracking: An RSVP tracker will be used to monitor responses. This can be a simple spreadsheet or an online RSVP tool. Tracking RSVPs will help finalize the headcount for food and seating arrangements.

Party Favors

Party Favors: Small thank-you gifts will be given to guests as they leave. These will include personalized star keychains or small candy bags with Hollywood-themed packaging.

The cost for party favors will be around $20.

Summary of Guest Management Costs

Item

Details

Cost

 

Invitations

Digital invitations

$0

 

RSVP Tracking

Spreadsheet or online tool

$0

 

Party Favors

Personalized star keychains or candy bags

$20

 

Total Guest Management Cost

$20

Budget Management

Budget Allocation

The total budget of $400 will be allocated as follows:

Category	Estimated Cost
Decorations	$190
Entertainment	$190
Food and Beverages	$190
Guest Management	$20
Total Cost	$590

 

Adjustments

To stay within the budget, adjustments will be made:

Decoration Costs: Went for DIY options and borrow items where possible.

Entertainment Costs: Use borrowed equipment for the dance floor setup.

Food and Beverage Costs: Prepare some items at home and minimize expensive pre-ordered foods.

Contingency Plan

A contingency fund of $10 will be kept aside for unexpected expenses. This fund will cover any last-minute needs or adjustments that arise.

Additional Considerations

Photography and Videography

Photography: A family member or friend will be asked to capture photos of the event. This will ensure that memories are preserved without additional costs.

Videography: If possible, use a smartphone or digital camera to record moments of the event. This will help in creating a memorable video without the need for a professional videographer.

Safety and Security

Supervision: Enough adult supervision will be made sure throughout the event. If the party is hosted at home, responsible adults will be asked to oversee different areas of the venue.

Security Measures: Making sure that valuable items are stored securely and that all guests are accounted for. If the party is at a rental venue, confirm that there are enough security measures in place.

Permits and Insurance

Permits: Since the event is hosted at a private home and involves standard activities, no special permits are required.

Insurance: Consider purchasing event insurance if the budget allows, to cover any unexpected incidents or damages. However, this might be optional given the event's scale and location.

Conclusion

This event management plan outlines every detail required to execute a successful Sweet Sixteen birthday bash with a Hollywood Glam theme. By sticking to the budget and utilizing creative solutions, the event will be both memorable and glamorous.

The careful planning makes sure that all aspects of the celebration are covered, from decorations and entertainment to food and guest management. This plan provides a clear roadmap for creating an amazing and enjoyable event that will be cherished by the birthday girl and her guests for years to come.