The Best Hosts Start With a Theme and End With Party to Remember

“Who, what, when, where, and why” may be the basic questions in journalism, but they’re equally important for planning a party.

“Why” is a great place to begin. Once you’ve decided this, the rest falls gracefully into place. Parties honoring those you love are the easiest because you need look no further than what makes them happy--favorite foods, colors, music, flowers and, of course, people--to make your festivity come together beautifully.

A theme can jump-start the process. And since it’s the season to be outdoors, a theme might suggest itself right in your own back yard.

Show off a ravishing garden with a Secret Garden tea or a painter’s picnic in Provence. Give your pool and patio a workout with a West Indies beachside barbecue or an all-ages Treasure Island party, complete with sand, pirate gear and hidden treasure. Hold a Jungle Book party celebrating the 100th anniversary of this classic with everyone coming as animals.

Croquet, badminton, volleyball, horseshoes, softball and other competitions make for fun parties, as do the various summer holidays, but don’t stop there.

San Francisco party planner Robin Collins suggests thumbing through old-fashioned calendars as well as international calendars for unusual holiday themes. She also believes in taking creative license. “The object, especially during summer, is to have fun,” Collins says. “Why not have a romantic Valentine’s Day engagement party in July? It’s something that will give everyone a good laugh.”

Foods are also fruitful themes. How about an Ode to the Strawberry dessert party, a garlic lover’s potluck, a “high on the hog” spit roast or a Western chili cook-off with square dancing, cowboy attire and gingham tablecloths?

Organization is the key to any successful party. Staying organized is easier when you begin with a party planning journal.

Collins sets up a three-ring binder with six labeled sections: elements to consider; sources; menu; cooking; daily “to do” sheets, and a party day schedule. The first pages list number of guests, time of party, budgets, plus critical phone numbers, contact names and addresses.

Collins faithfully works her “to do” lists. “Anything not finished on a particular day is carried over to the next day,” she explains. “It’s so satisfying to cross things off, and it really keeps me organized.”

Make your guest list early. You’ll need it to determine your budget; it’ll be essential information for negotiating catering, liquor, furniture rentals and other services.

To avoid overlooking friends and family, comb your address book carefully after making your list, then have someone close to you review the list again.

Outdoor entertaining is typically relaxed. But if you’re contemplating a formal party consider: What is the reason for the party? What style best fits the theme? What is your budget? How much time do you have to plan?

“Formal parties require a real time and money commitment to do right,” Collins says. “So be realistic about what you can do and how much you can comfortably spend.”

Avoid taking on too much. Take a good hard look at what you’ll need to do and when you’ll need it done and delegate accordingly. Ask family members to help cook, pay local kids to set up and clean up, or use a party planner to contract with caterers, waiters, musicians and a bartender.

Maybe you can do it all, but at what cost? Chuck Williams, founder of the Williams Sonoma stores and co-author of a new outdoor entertaining book, sums it up: “If the host is tired, harried or stressed out, guests feel it, and it’s going to affect everyone’s ability to have a good time.”

A solid party resource list is essential. Ask those whose taste and opinions you highly regard for their recommendations. Be sure to shop around, though. You’ll find that prices, attitudes, products and time frames vary dramatically.

Get everything in writing and be scrupulous about adding contracts, phone numbers, contacts, addresses, estimates and receipts to your party journal.