The Ultimate Guide to Choosing Birthday Party Venues

Did you know that 59% of Americans attended a birthday party in the past year? Whether you've attended a party recently or not, you know that birthday party venues are critical to making the experience great. And if you're prepping to host a birthday party soon, you'll need to get a head start on finding the ideal location for your big bash.

Grab a pen and paper to start plotting a plan. Read on to learn some helpful tips for choosing places for birthday parties!

Consider Your Party's Theme

Are you celebrating your best friend with a laid-back 50th birthday party? Or are you looking to host a black-tie event for your father? With so many party planning possibilities, you'll want to hone in on your preferred choice before choosing a venue.

Start by brainstorming options and creating your vision for the event. Think about the type of person you're celebrating, whether the party is for a close family member or yourself. Their personality and interests can guide your approach to the party. 

One of the easiest ways to focus your party planning is to choose a theme. Some popular theme ideas could include:

• A murder mystery 
• Movie-inspired theme
• Casino night
• Decade-inspired decor

For a glamorous evening party, you may want to channel a Roaring 20s theme where guests dress in their finest attire. In that case, you'll need a venue with a sense of grandeur to match your expectations. A more rustic type of venue wouldn't be a good match.

On the other hand, you may want to keep things casual. A picnic-style party with finger foods will demand a very different type of venue. A more utilitarian space that can be transformed with some picnic tablecloths and fun swags would be the best choice.

It's fair to ask a venue to see pictures of past events. That way, you can understand how the venue can be reshaped to suit the theme or tone of the event.

Some venues may have event planners or designers who can work with you, too. Check to see if a venue is all-inclusive or if you'll be doing the party planning alone. Depending on your timeframe and availability, opting for a venue that can help with the planning may be the easier route.

Know the Logistical Information

Before booking a venue, hammer out your party details first. What does a guest list look like? You may want an intimate party with family members and a few friends, or you may want to invite everyone you know.

Your guest list tally will impact the style of venue you end up choosing. Look for venues that:

• Can hold the number of guests you're inviting
• Have a few spaces for guests to mingle
• Offer flexibility for smaller party sizes

You don't want to have an intimate party in a massive ballroom. Guests will feel uncomfortable with so much unnecessary space surrounding them.

And you'll have to make a large space feel more welcoming from a decorating standpoint. That effort will take more time and money than you may feel prepared to offer. 

At the same time, you don't want guests to feel crowded in a tight space. Packing too many guests into a small space can make it feel stuffy. A crowded space can deter guests from staying longer to enjoy the experience, too.

Work with a venue to explore options, given your anticipated guest list size. When you go with a professional party venue rental, you won't have to worry about inviting a crowd to your home. And they'll have the expertise to help ensure your guests feel comfortable in the space. 

Some venues may have outdoor balconies or patios to accompany indoor spaces. Make sure these spaces are available and included for larger parties. Or, if you need less space, see if there are discounts for going with smaller rooms within a given venue. 

While you're at it, read reviews online. The last thing you want to do is select a venue with lots of red flags. Few reviews or poor reviews could be an indication that you should go with another option. 

Set a Budget

No venue selection guide is complete without mentioning the importance of setting a budget. Even if you're eager to dive into planning, it's too easy for costs to get out of hand. If you can start with a written spreadsheet of intended costs and a budget ceiling, you'll avoid a financial crunch.

Especially if you'll be funding the party, plan on knowing what you're comfortable spending. Begin by allocating funds toward different parts of the party. Your budget should cover items such as the following:

• Venue
• Invitations
• Entertainment options
• Catering needs
• Decorations
• Birthday cake

Some venues may charge a flat rate, while others could charge an hourly rate. When you find the venue of your dreams, you may need to make concessions elsewhere in your budget. 

Look for areas where you can potentially save money. For example, you could save on food-related costs by opting for the venue's catering rather than an outside choice. You also can save money by purchasing cheap decorations and asking friends to help you install them. 

Do you need a fancy, multi-tier birthday cake? A personalized, bakery-ordered cake can cost hundreds of dollars. Maybe you have a talented baker friend to tackle baking a sheet cake or cupcakes for you.

Invitations don't need to be embossed and on fancy cardstock, either. An emailed invitation or simple postcard can suffice - and save you money. When you can trim other parts of your budget, you'll have more money to secure the ideal event venue. 

Be realistic, though. Your budget might tell you to scale down the guest list. Just know that, even in a smaller venue, you can pack a big punch.

With fun decor and table settings, you'll create a personalized and memorable experience for guests. Additionally, simple games and a good music playlist can be enough to get the party going when you're hoping to avoid paying for live music. 

Weigh Location Options

As you prepare to select a venue, think about what location will help your intended theme shine. Great birthday celebration spots can be indoors or outdoors. And they can be in a bustling urban setting or a quieter country-themed location. 

The best party location tips may hinge on seasonal weather expectations or your party's theme. When in doubt, scout it out. Visit venues under consideration and:

• Come with a list of questions
• Ask outdoor venues about rain delay options
• Consider how accessible the venue is

Be prepared with questions when you visit any type of venue. Take pictures of party spaces, too, so you can review them later. That way, you'll have more information to make an informed decision. 

For an upscale affair, you'll want the venue to match it with impressive lighting and finishes. Check the venue to make sure it's well-maintained, too, to impress your guests. 

Out-of-town guests might not appreciate having to drive 45 minutes to reach a remote venue. On the other hand, if your guest list is exclusively local, you might want to choose that country venue that's away from the city.  

Understand the Rules

Some venues may allow you to bring in your own food vendors and decorations. Others may not. Before signing a contract with a venue, it's critical to know the rules and costs.

Plan on getting written information about the venue's policies. Even the most perfect party places may force you to abide by certain restrictions. You'll need to know the:

• Rental timeline
• Guest capacity
• Guidelines regarding food and beverage
• Decorations rules
• Other hidden costs

If your party begins at 3:00, for instance, you'll need to know if there is a window of time before that to put up decorations. Similarly, it's important to know how long you'll have for cleanup - and if the venue provides any help. You don't want to be surprised by a short or non-existent bonus window for setup and cleanup.

If you're hoping to invite 150 people for a milestone birthday celebration, choose a venue that can accommodate that number. Know if there are tables and chairs for seating. And understand if you'll need to provide food or use an in-house vendor.

Finally, it's wise to ask about other hidden fees. You may pay extra for damages or use of an outside vendor, for example. And asking for security or an extra hour could result in additional costs, as well. 

Start Choosing Places for Birthday Parties

Choosing places for birthday parties doesn't have to be a hassle if you're methodical about it. Consider your birthday party's theme and how many guests you want to invite. Then, explore indoor or outdoor venue options with the right blend of amenities for your budget. 

The Mockingbird Room at Plum Creek offers exquisite, newly-renovated spaces and breathtaking golf course views for your next party. With an experienced and well-connected staff, we can ensure that you have the best food and festivities central Texas has to offer. Contact us today to tour our beautiful facilities and learn how we can help!