It is easy to start the party planning business
from home. You may want to rent out a place later, but in the beginning,
it is advisable to begin small.

 Do find out whether your city or council will allow you to start a home based business,
and apply for the necessary
licences. All businesses require some equipment, and for a kids' party business, you will need to have some bare essentials in place. Even if you are starting from home you must have an office place and common office equipment
to deal with your business
requirements. To start this business,
you will most definitely require
a few things. These include
a computer, a printer and a mobile,
or landline telephone.

Besides
these, you will need to start off your business with this equipment:

*Basic party supplies: these include decorations, cups, plates, cutlery,
etc.

*A small van or another
such vehicle to transport your supplies: Having your own transport is essential as it will help you save a lot of money on hiring transportation.

*Office stationery, visiting
card, promotional material, etc.: This material is essential for communicating with your clients
and also for promotions. Be sure to have plenty of these so you can pass them around freely.

*You will also need  a 
business  licence: Check with your local administration or town
council to see permit requirements for a small business and apply for the requisite
permissions and licences.

What you really need to start off is a planning book, telephone and, of course, a host of party ideas and themes. It is always handy to have a portfolio of work done or work you wish to do handy to show to prospective clients.
This show cases your organisational and creative capabilities.

Those who host events without using the expertise of a professional planner tend to hire in caterers to prepare the food and drinks for the event guests. Though this in itself is not such a bad idea, it can become costlier than hiring a professional planner. This is because a planner can also provide the catering
under a usually affordable event package. So, plan your business so that you also cater for food and drinks for maximum impact on your clients.

Apart from any catering, another
costly element is equipment hiring if organising a larger or formal event, and not a simple party in a house.

Most informal
organisers do not own the equipment necessary
to host an event. Therefore, chairs and other equipment are hired. This includes tables,
cutlery, an address
system, cooking equipment, a tent or marquee, and consumable items for decoration.Hiring in such items separately may become a costly process.
The way to minimise these costs is to hire an event planning business
that will also provide the necessary equipment.

 Unless you have already been organising several parties and have accumulated various items and have the storage space to keep them, then you will probably need to hire or buy equipment prior to every party or event you organise.

* There are many items that can be utilised
in just about all parties,
such as cupcake pans, serving
trays, and carnival-like games.

* It may be cost-effective to buy these items in bulk and store them if you envision using them often in the future.

*Chairs,
tables, and items such as ice chests can usually be hired as and when you need
them. However, if your business
is successful, then you may think about buying your own and storing them.

* If you do end up with items leftover
from a party, such as decorations, napkins,
and plates or favour bags, save them, as you can always use them again for another similar themed party.

* When organising
a themed party, you can save the decorations and these can be used in the future for other themed parties.

From the following
list, you will see the plethora of equipment and items that is often required for an event. Use it as a 'brief' reference, for clearly not every event requires a complex inventory.

However even a small birthday
party or children's event will need specialised items. The list is by no means extensive. You will find that you may need to add or subtract from this list. It is merely an illustration of what party planning involves:

 *Beverage napkins: You will need loads of them to hold drinks. Buy in bulk.*Cake plates:
These could even be paper plates or reusable plastic
ones for kid's parties.

 *Cups: A selection of small, medium, and large. You can either have disposable ones or reusable
unbreakable ones.

 *Cutlery (spoons,
forks, & knives):
Again, these can either be steel, or you can use disposable ones depending upon the amount of time, effort, and money you wish to put into it.

 *Dinner plates: You should consider at least two different sizes. The children
do not require full size dinner plates. Smaller plates would be more appropriate, as it also encourages smaller portions.

 *Luncheon/dinner napkins:
A large supply of these is always welcome.

* Tablecloth(s): It's better to use stain resistant or disposable ones for children's parties, as you are sure to get lots of stains.

 * Decorations: These will change from party to party. If it is a themed party, then you may need special decorations. However, you can save money if you can reuse some of the decorations for other events.
Saving cut-outs, banners,
and creating special
equipment with durable
material so it can be utilised again will save you a lot of money. Buy a supply of paper streamers, as they are always handy.

* Balloons: Buy a lot in all possible shapes,
sizes, and colours.
You can never have enough balloons at a children's
party.

* Banner(s): May be pre-printed and reusable, or you can create a new one for each party.

* Centrepiece(s): May change from party to party. Buy as you may need.

 *Confetti: Large bags of confetti at a wholesale
store will be cheaper. You may use as much or as little as you wish.

 *Party blowers,
party hats, and streamers: Buy in bulk to save money. You will need them at all parties, and they are hard to reuse.

 *Wall decoration: These could be created as need be and can be saved for future use.

 *Yard sign: Create one and re-use unless a client specially
commissions it.

Food:

 You will need a lot of food and drinks for the parties. The requirement for each party will be different, and you should order as per the menu discussed
with the client. Some things can be ordered in advance, while others will need to be cooked fresh and brought in on the day.Cake: Order fresh and according to the client's
wishes. Have a portfolio of cake suggestions ready.

*Drinks &
ice: Buy in bulk and keep. It is a good idea to invest
in an ice maker and chest, as you will need loads of ice for summer
parties. You do not want to run out of ice in the middle of a party.

*Food for a meal: Order or supply the food as discussed with the client.
Some things can be ordered
in advance; others will need to be made fresh.

*Ice cream:
Have a regular supplier and order as needed.

*Snacks: Whether pre-packed or prepared on the day

*Favour bags or boxes: Make in advance according
to the wishes of the client. You may buy some standard
inclusions in bulk to save money.

Activities/Games

 These are a must in all parties.
Some of these may require
prior preparation, while others may not require
anything. For games, such as bowling alley or hoopla, you may need prior preparation.

*Games such as tag and draw the tail might need little or no preparations.

  *Activity items: Keep supplies
required for activities and games and use them as needed.

 *Craft/art
supplies: Always keep a large supply of these, as you will often require them.
Papers, scissors, glue,  glitter,  colours,
crayons, pencils, erasers,
and such,are available at wholesalers at a discount.

  *Prizes for games: Decide with the client on the prizes for games and buy as per requirement.

Miscellanoeus:

 There are some things that you should always keep with you just in case you run out or there is an emergency. These include:

 *Batteries (for cameras and any presents
that may require batteries)

 *Cake candles*Matches

 *Cake platter
& serving knife

 *Extra table & chairs

 *Ice bucket

 *Serving dishes/bowls

 *Regular camera & film/digital camera & memory
card

 *Video camera & CD or memory stick

Carnival Equipment

 You will likely do a carnival theme at some point in your career as a children's party planner, as it is a very popular theme. Thus, you should invest in some standard equipment
for a carnival party. This equipment can also be used for other parties,
as well. Some standard things that are not too expensive, and can be reused in plenty of events are:

 *Popcorn popper & cart

 *Candy floss machine

 *Hot dog cart with umbrella

 *Snow-cone machine

 *Super cooler (for kegs)

 *Party cooler

 *Picnic cooler

 *Slushy machine

 *Dunk tank

5.2    Party Tent or Party Canopy & Equipment

Your largest
cost is tents, canopies and other equipment.

You may purchase your own, or you may hire these items on per event basis from a reliable supplier.
If you wish to buy your own, take note that you must have a storage area for this equipment.

Additionally, expect
a large capital
investment.

Some of these things you may buy and use, but others you can consider
hiring.

 *Platform staging:
Hire as needed.

 *Dance floor:
Hire as needed.

 *Tables: Buy if possible,
especially if they are collapsible and easy to store.

 *Tent walls (solid and windows): Hire these, as they are expensive.

 *Heaters: Consider
your own, but hire if too expensive.

 *Bar lights: Buy your own; they are cheap and easy to store.

 *Chairs fans & tent coolers: Hire as needed.
This is bulky and requires
lots of space.

 *Wide screen
TVs: Hire as needed.

 *Sound system/DJ
in a box: Should buy your own, as all parties and events require
this equipment.

 *Meeting & conference equipment: Hire as needed.

 *Coat racks: Purchase your own

 *5-gallon containers (thermos - hot or cold): Have your own, as all parties and events require this item.

 *Standing podium (amplified): Hire as needed.

 *Pedestal fans: Hire as needed.

 *Easel: Buy, as they are affordable.*LCD projector: Hire as needed.

 *Conference-style tables:
Hire as needed.

 *Baby highchairs - booster seat: Hire as needed.

 *Trays: You definitely require
these, so buy them.

 *Flatware (cutlery): Since you will use these often, buy your own.

 *Serving utensils:
Have your own.

 *Coffee makers:
Have your own.

 *Stemware flute:
Hire as needed.

 *Pitchers: Have your own.

In more complex events and grander celebrations, many event planning
professionals also tie-up with various service providers. You can also create your own network of service
providers, such as transporters, which allows you to give highly competitive rates to your clients. Ultimately, it usually pans out that hosts end up spending less money if they hire you than if they plan the event on their own.

A professional planner,
is therefore, generally as effective in actual planning
as in reducing costs for a birthday
celebration or event. This makes it a win-win situation
for both you and the host.

5.3    Networking with Suppliers

Any party or event requires any number of different
items. Get to know the suppliers of those items.

Depending on the organisation,
which thus determines the style of the event and therefore its components, you
might require the services of a caterer, a florist, a printing company, a
decorator, or a decorations specialist, an entertainer, photographer and so on.

The more events you manage and have under your belt, the more suppliers
and contacts you will know and have in your database. However,
your attitude and approach to the suppliers
must remain part of your strategic business
wellbeing. Why? Almost every business,
whether small or large, is usually and wholly dependent
on its suppliers.

Many business owners get this common sense backwards, and feel that because they are writing an order,
then they are in a dominant position.
They believe that they can exploit this with unrealistic demands and instructions, even wanting personal
perks. Do not be this person if you want to create
a good relationship with your suppliers.

In the long-term, everything is based upon trust and your track record with the suppliers. Be loyal to good suppliers,
as they are essential to the wellbeing
and growth of your business.

Let's look briefly at how suppliers may
impact an enterprise:

Quality: Items from a supplier can negatively or positively impact the quality of your end product and event. The better quality items you use, the more customer happiness
you will experience. This also decreases returns,
adds cash to your bottom line, and helps to bring recommendations by word of mouth.

Timeliness: Timely supplier
deliveries are vital to you and consequently to how customers
view your own reliability. The key to minimising inventory
is a quick usage and turnaround. This, in turn, translates into far less risk of inventory obsolescence, and therefore will diminish cash requirements.

Competitiveness: A supplier can give you an advantage
on your competitors because of advantageous pricing,
reliability, quality, and understanding of the industry trends.

Finance: If you have proven to be an honest, loyal and an on-time paying customer, then you may be able to use your track record with suppliers for extra financing
once you are in growth
mode. You can also rely on this if you run into a cash flow crunch and need some credit.

All of these points may help to improve your cash position
in the enterprise. The suppliers
provide you essential
items and services
that you will use to manage a business. Party planners should focus on what suppliers
bring to 'the party,' rather than what they cost. If push comes to shove, then to meet your deadlines, you will have to request
suppliers to go an extra mile, as they provide
quality items that you absolutely
need in a pinch.

Establishing and maintaining a supplier relationship is much like nurturing a client base, for it necessitates a good record of professional behaviour along with your personal touch. If this is important to you, and it really must be so, then bear in mind these following points that will help sustain supplier relationships going forward. Moreover,
you never know when you may be desperate or have an event to organise at extremely short notice.

Here are ways in which you can keep your supplier happy and create a strong network:

Pay on time: Suppliers
are also in business, just as you are. They also need to get paid in a timely manner, just like you do. If, however, there may be some problem and you foresee there may be a problem meeting an obligation, then figure out favourable terms with a supplier,before an agreement is signed. If an unexpected moment occurs, call the supplier
to inform and discuss your problem. This is polite and the best behaviour
before you start to be harassed for bills overdue or unpaid.

Get acquainted
with your supplier:
It is easy to get caught in an email conversation. However,
face-to-face contact and an occasional telephone call is great PR. Visit their office or invite a supplier to a function
they are supplying
via you. Lunch and meeting for a coffee is also the way to network and establish a personal rapport.
Suppliers may become advocates for your enterprise, and their own contacts may actually become clients to you in the future.

Make a supplier's job pain-free: Give them adequate
advance warning and communicate your event requirements on an ongoing basis. Crises are not always avoidable,
but if you are a customer who regularly calls with last-minute needs, they will not always be happy. Do not expect suppliers
to anticipate your own requirements. What you require
may be unique enough in that it requires a greater prep perio

Share information regarding your business:
This is why a website can be so useful and helpful.
Keep suppliers notified regarding any changes in key staff, or a new style of event you are promoting. This tells suppliers
that you value their relationship and moreover it provides them an opportunity to market more of their services to you if they feel you may benefit. If you inform that you are having a promotion, this could increase
the volume of sales, and they could be better prepared to fulfil an order that is larger than usual.

Module Summary

You do not require much by way of
office and equipment to start your party planning business; you can start off
with a desk and some basic office equipment, such as a phone and an appointment
book. But, once the orders start rolling in, you will need to invest money in
party supplies and equipment.

The above module gives you a more
or less comprehensive list of things that are standard for party planners. All
consumables should be bought at wholesalers for best discounts and better
margins. Capital investment should be minimised. There are plenty that you can
hire on a need to basis, and other things that you would be wiser to invest in
as you may need them for all parties. What you buy and what you hire depends
entirely upon your capital outlay, and also your storage capacity. Having a
reliable network of service providers and suppliers is an important part of
your business and can be the key to your success or failure. So cultivate your
providers and keep them happy.