From Invitations to Favours: A Complete Garden Party Checklist

When intending to host a garden party, the number of things you need to remember in order for it to be a success can seem daunting at times. However, experts at Cumbria Crystal have compiled a handy checklist to ensure your party goes off without a hitch.

Setup:

Before setting up anything for your party, you firstly need to find a relatively flat, stable surface where you can place the table to minimise the risk of spillages or wobbling. If you do not have access to decking or a patio, try to find a patch of grass where you can place down long wooden planks or other similar materials to create temporary decking.

Create several seating areas throughout your garden for guests to use, and ensure that some of these provide shade from the sun. It may be beneficial to set up a marquee or a canopy for this, or if you have a room that leads into the garden you can open up the doors for guests to easily go inside.

If you are tight on space, setting up benches may work better to accommodate your guests if you want everyone to sit together around the table. Add a variety of other seating throughout the garden, such as modular sofa sets for guests to relax, and bistro sets that can be folded away when not in use. Footstools can be especially useful, as they allow guests to put their feet up and can also be used as additional seating if the situation requires. If you have the space, try to set up smaller seating zones where guests can have private conversations away from the group.

Lights:

If your garden party is taking place towards the end of the day or has the potential to run over into the night, ensure pathways in your garden are lit up for guests. Use small lanterns to light areas where there may be uneven surfaces to prevent falls, as well as add to the overall ambience of the party. Consider investing in battery powered lights or rechargeable lanterns, as these will not require as much monitoring as candles and can be used for future occasions.

Additionally, hang string lights around trees, garden furniture and fences for an ambient glow throughout the garden, discreetly securing them with fishing wire or cable ties if needed. Pair this with colourful hanging lanterns on tree branches throughout your outdoor space to add a fun and playful touch.

Theme:

Choosing a theme may make it easier to decide upon decor, drinks and food so that they all coordinate. For example, if you opt for a Moroccan theme, you can set up a tent in your garden that can be left up throughout summer for a multipurpose space. Using candles, tealights, garlands and layering cushions for guests are also other decorative items that you can reuse in the future.

Tablescaping:

Tablescaping is the art of arranging tableware and other objects on a table in an attractive way or by following a theme. When done correctly, it can add extra class and elegance to your party.

Try adding personal touches to your tablescape that your guests will remember, such as handwritten menus. Remember to follow the rule of three when setting up your guests’ places: top a placemat with a dining plate, then a top plate before adding your cutlery and napkins. Once places have been set, add your glassware (water and wine glasses) and any table decorations you are using. Add in extra flourishes with how you display napkins by tying them with silk ribbons, or use napkin holders that complement the theme or other decor you have chosen.

Choose an appropriate centrepiece for the table, such as a vase of seasonal blooms or a set of pillar candles. You can add interest or fill any gaps by utilising items of different heights along the length of the table such as candlesticks and plants, or alternatively you can hang flowers or lanterns above guests if you are tight on space. However, ensure that none of these items will block the guests’ view of each other, and that there is still enough space to manoeuvre around the table. For a more imaginative tablecloth, try using dress fabrics or vintage curtains to tie in elements of your colour scheme or theme. Before laying the tablecloth or fabric, always iron this first so that it provides a smooth surface for glassware and candles to sit on.

Food:

Attempting to cater to all of your guests’ different needs and tastes can perhaps be the most difficult part of any party. Try to get as much information as you can ahead of time by asking guests if they have any special dietary requirements or allergies. Common allergies include nuts, shellfish and gluten, with plant based diets also being popular. Ensure you have plenty of alternative options available for those with allergies, and serve meat-free versions of dishes. Remember to label everything accordingly so there is no confusion on the day, and try to keep separate serving utensils for allergen free dishes.

If you are in doubt about the amount of food that you should serve at the party, more is always better if you fear you may run out. Serving light bites and grazing platters will allow guests to eat as and when they want to, with less mess and waste afterwards. Another option could be Mediterranean charcuterie platters filled with antipasti or a variety of cheeses for guests to pick at. Don’t forget to also have sweet foods available, such as scones, seasonal summer fruits or impress with a macaron tower. Alternatively, for a more traditional al fresco feel you can serve fresh, homemade pizzas using an outdoor pizza oven.

Drinks:

Similarly to organising food, it can be hard to please everybody when deciding what drinks to serve at your party. If you are lucky enough to have warm weather for your party, your guests may appreciate cooling cocktails such as frozen margaritas or daiquiris, complete with seasonal garnishes such as herbs or edible flowers. If any of your guests do not drink alcohol, make them a mocktail version so that they also feel included. Additionally, any other drinks can be taken to the next level with styled ice cubes. Before adding water into your ice cube tray, place fruit like fresh pomegranate seeds, citrus slices, pieces of strawberry or kiwi into each mould. Make sure to prepare these the night before your party so that they have enough time to freeze, and they can even be used to add extra flavour for any guests just drinking water.

As you may be occupied with preparing food or socialising, setting up a drinks table for your guests to serve themselves will be useful. Fashion a makeshift bar by placing a table in a central location so that people do not need to keep coming and going into the house to top up their drink. Ensure it is stocked with plenty of clean glassware, and have straws available for those who need them. Use an ice bucket to keep beverages cool outside of the fridge, and perhaps have a selection of garnishes for those who wish to use them. Another option is to transform your shed into a makeshift bar for the party.

This can be easily achieved by cutting a service hatch, then adding a bar top and stools to one side of the shed. If the shed is sufficiently insulated, you could also add a mini fridge inside to keep drinks chilled.

Before guests arrive, pour any wines you plan to serve into decanters that can be placed among guests at the table. This will help the drink to ‘breathe’ and improve the flavour, or enable it to reach the temperature that it is best served at and remove any sediment. It may also be worth investing in personalised drink charms or coasters for guests to use at the party. Not only will this prevent any drink confusion, but they can also be taken home as party favours.

Other tips:

Keep in mind that if you are hosting your party primarily outdoors, you will need to have measures in place to prevent your guests being bothered or bitten by pests. Place citronella candles around seating areas to deter bugs as well as add ambience to the lighting. You can also place pots of pest-repelling plants, such as lemon balm, lavender, marigolds or peppermint.

Try not to forget about music, as this can help to provide atmosphere during your party. Create a playlist of songs that you can play, and potentially have a different playlist for if your party continues into the night. Ensure the playlist’s runtime is longer than you think your party will run for, so that you do not have to keep leaving to set things up. Additionally, you may want to make the dress code of your party clear to guests when you invite them. Some guests may assume that the party is casual and laid back, whereas others may perceive a ‘garden party’ as a more formal occasion akin to those at Buckingham Palace.

If you are expecting children to attend your party with their parents, it may be a good idea to set up a play area to keep them occupied whilst adults are socialising. Add any outdoor toys to this zone, such as slides or sandpits. Ensure that the play area is situated a safe distance away from where any outdoor cooking is taking place, but in a location where parents are able to easily see their children to keep an eye on them. You could also entertain all of your guests with traditional lawn games. Skittles, croquet and hoopla can be great icebreaker activities, as well as being fun for all ages. Invest in high quality wooden sets so that they can be used for years to come and will look more sophisticated than plastic alternatives.

Overall, the key to having a successful garden party is planning in advance. Check the weather forecast for the day you wish to host, and check that your garden will have enough space to accommodate all of your guests. Ask guests to RSVP so that you will have accurate numbers when purchasing food and drink, as well as a list of allergies or dietary requirements to assist with planning a menu.

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