Planning a celebration?

Whether it’s a birthday, baby shower or anniversary, the difference between an average party and a memorable one is clarity.

Some things are mandatory e.g. good food, while some are optional e.g. an emcee. Here’s a simple checklist to help you plan it right.

1️⃣ Start With the Budget

Before themes, before décor — decide:

• Do you want it to feel basic, premium, or luxury?

• How many guests are you inviting?

• How much are you comfortable spending?

Your budget will influence:
Venue, décor scale, food quality and add-ons.

2️⃣ Create a Guest List & Manage RSVPs

Prepare your guest list early.

Collect RSVPs properly so you can plan food and seating accurately.

You can:

• Use a simple RSVP website or form

• Create a WhatsApp broadcast list

• Or hire someone to manage guest coordination for larger events

Clear communication avoids last-minute chaos. Event planners also provide event and RSVP managers for very large events (more than 100 attendees).

Your event planner can also create a nice visual invite.

3️⃣ Finalise Location & Block the Venue

Choose where the event will happen:

• Resort

• Restaurant

• Hotel ballroom

• Society clubhouse

• Or simply home

Indoor setups are easier and more predictable.
Outdoor décor requires extra planning due to weather and wind.

Block the venue early — good slots go fast.

4️⃣ Plan the Food Carefully

Food is the core of guest experience.

If your venue provides catering, taste before confirming.

If hiring separately:
Avoid mediocre food — guests remember the food long after the décor.

5️⃣ Book a Professional Decorator

A well-designed backdrop transforms your home.

Look for a team that takes care of end to end decoration and provides custom and luxury designs:

• Can create large decorations with multiple frames

• Provides premium and clean materials

• Offers full styling guidance

• Can arrange add-ons like photography, Emcee or games

Working with one team significantly reduces coordination stress.

Choosing the right event planner

Keep in mind following things when hiring an event planner (and venue):

• Seek transparency, and look for any hidden costs like transportation, extra time.

• Check reviews from past clients on google and social media

• Can they do required customizations, e.g. custom decors and cakes.

• Payment terms e.g. cancellation, rescheduling, advance and final payment terms

• Add on services provided by them.

6️⃣ Consider Add-Ons

Modern celebrations often include:

• Emcee or host

• Photographer

• For Kids

  • Kids’ games activity zones

  • Tattoo artists, Magician, Science activities or themed characters

  • Trampoline

• Musicians or performers

Choose only what enhances the experience — not what overwhelms it.

7️⃣ Order the Cake & Plan Your Outfit

A great cake becomes a focal point.

If you’re planning a premium event, think about:

• Coordinated outfits

• Dress code for guests

• Colour alignment with décor if you care about those details

Final Thought

Good planning doesn’t mean doing everything yourself.

It means making thoughtful decisions early — so you can actually enjoy the celebration when the day arrives.

If you’re planning an event in Bangalore and want a professionally styled setup, start early and secure your date in advance. We at Toss the Balloon have limited decoration slots each day. We can take care of decor and event planning for you end to end.