Updates on Gelo's 1st Birthday Party Preparations

It's been a month already since I've written the initial draft for Gelo's 1st birthday party preps. Most of the important details of the party has been changed. Too many inputs as I thoroughly research about my theme and for more party ideas added another page into my party checklist. Good thing for me, as early as 6 months prior to the event, I'm already planning and making my research and preparations for his birthday in September. I have ample time to search for the best and affordable supplies that would fit into my budget.

Here's the updated preparation for my son's party:

Date of the Party: September 25, 2011

Venue: Pit Stop Cafe

Party Theme: Disney Pixar's Cars
Guest List: 100 - I created an excel file of the guest list so that it would be easier for me to know how many guest would be invited to the party and to distinguish the number of the kiddie and adult guests. The expected number of guest is around 100 pax

Printed Matters:
~Save the date cards - This is to inform the guests about the upcoming party.  I already created lay-outs for this and is ready for printing. I'm planing to send this out 2 months prior to the event.
~Invitation - I will order perforated ticket-style invites online but I'm still going to make an invite and together with the enclosed ticket and other cards to be attached I'll put these in a red envelope with checkered black and white accent.
~Gift-buying guide insert cards - This contains the facts about the birthday celebrant - clothes size, shoe size, likes, fave colors and characters. This would help the guest in choosing gift for Gelo. They would not have a hard time guessing what gift will the birthday celebrant appreciate and also there would be no gifts that would end up unused.
~RSVP Card - Kiddie parties nowadays have RSVP's this is one way of minimizing the guest list and avoiding "uninvited" guests. Having a lot of guests aside from the expected number of invited guests would add up to the cost of the expenses the party hosts would be paying.
~Map of the Venue - This will serve as guide for the guests who are not familiar with the venue
~Registration Sheets - This is to keep track the number of guests attending the party
~Name Tags - There will be name tags for the members of the party committee and for the kiddie guests
~Loot Bag Tags - Each loot bag will have a license plate loot bag where the name of each kiddie guests is written, this is for easy identification of which loot bag is for a particular guest and to make sure that each kid has its own loot bag
~Thank You Tags - I will create a personalized thank you tag, print it out on a sticker paper and attach it to the prizes for a personal touch
~Guest Photo Sign Board- Instead of the usual guest book I'm opting for a signboard since I can use it as a decor by simply hanging it on the wall after the party
Venue Decor - DIY, I'm very fortunate that my mom was into balloon decorating business before. I would not have a difficult time in doing DIY balloon decors. I just need to find a supplier for good quality deflated balloons that would last long since the venue would be outdoors. These are the decorations that I'm planning to have:
For the Entrance
~Balloon Arch - I want that as the guests approach the venue they would feel the rush of excitement upon seeing the balloon arch
~Welcome Banner - Welcoming the guests to the race party. I already ordered a "Welcome Race Fans banner" online.

~Party is Here Signage - I wanted to have a Route 66 Gelo's Party is Here signage with a cars character standee
For the Stage

~Tarp Backdrop Stage Decor with Character Standees - Instead of having a stage backdrop and character standees made of styro I opted to have the backdrop and cars characters printed on a tarp then I'll just make the standees
~1 pair of Balloon Pillars for Stage - I wanted to have a "stoplight pillars" at the stage
~Balloon Arch for Cake table - To give more emphasize on the cake
For the Ceiling
~Cloth Swags - Swags in color motif
~Balloonderitas - This is a version of the "banderitas" but instead of colorful small flags, small balloons would be use
~Checkered Black and White Pennant Banner - For a "race party" feel there should be checkered pennant banners that are hang around the venue
~Hanging Cutouts - These are cutouts of the different cars chracters. I'll have them printed out on a vellum board or photo paper,punch a hole in it then hang it around the ceiling of the venue
~Colored Tissue Pompoms - These pompoms were becoming a big hit in parties! It's not only use in weddings but can be use at kiddie parties too! I'm planning to use it to decorate the ceiling above the buffet table.
~Paper Lanterns - I'm going to hang this over the desserts table. I've found a very cute way to use it as a decor for Gelo's party
~Road Signs - I would make different road signs then post it on the poles around the venue.
~Stoplights - Made out of cardboard boxes and balloons. I'm planning to make several of these and put it around the whole place - thinking of putting it beside a station then had a sign on top of it with the word "pit-stop"
~Old Tires/Inflatable Tires - I'll need a lot of tires to resemble Luigi's Casa Della Tires
Other Decors
~Table Centerpiece
~Buffet Table Centerpiece
~Buffet Backdrop
~Lollipop Topiary
~Table Tags
~Station Signages

Cakes and Cupcakes - I already inquired from Goldilocks about the price and design of their Disney Cars theme cakes but none of their design exceed nor meet my expectations. I decided that I'll just have the birthday cake customized, the good thing was I already saved the images of the Cars-theme cake that I like I just have to choose which among them will I have customize at Goldilocks.

As for the cuppies, their rate for 30 cuppies is P1,170.00 exclusive of packaging and toppers. I'll be purchasing the cupcake toppers and the cupcake boxes online.

Caterer and Food - I'll have the food cooked by our relative. For the menu, I want the food to be Cars-themed inspired - foods that are usually seen on grand concession snack stands and would be named after Cars characters e.i., Luigi's Spaghetti, Chick Hicks Chicken Lollies, etc...
We'll just rent tables and chairs, buffet tables, chafing dish, utensils to be used by adult guests, and kiddie tables and chairs. I also ordered cars-themed party plates, cups and plastic utensils to be use by kiddie guests.

Costume - F1 Racer Costume by BabyFashionistas

Photography - c/o my niece

Goodies: 

~Loot Bag

~Loot Bag Contents

~Game Prizes

~Special Prizes and Awards

~Giveaways
~Party Kits

Loot bags and contents will be categorized according to age and gender. There are 3 categories: Below 3 yrs old (both girl and boy), Boy (3 yrs old to 10yrs old), Girls (3 yrs old to 10 yrs old). 

I'll prepare lots and lots of prizes to make sure that each kiddie guests and adult guests will be able to have fun and take home prizes. I'm still drafting the guidelines for the special prizes.

I'm still contemplating on whether I should give souvenir items for the adult guests or not. My choices for the giveaways are the following:

-personalized photo magnets

-personalized hand sanitizer

For the godparents, my options are:

-personalized tumbler

-teddy bears

Party Activities:

~Disney Cars-theme related games

~Pinata
~Balloon Burst
~Pabitin

~Arts and Crafts

~Tattoo Booth

~Face Painting

Dessert Buffet - Since I have a sweet tooth I definitely wanted to have these on my son's birthday party. Includes:

~Cupcake Tower - I will purchase a Do-It-Yourself Tower Kit then decorate it according to the theme. Cupcakes from Goldilocks and I'll also purchase cupcake toppers and premium cake boxes.

~Chocolate Fountain - I will be borrowing my aunt's chocolate fountain machine. I'll just be the one to provide the chocolate and dippings for the choco fountain. We're planning to have 2 chocolate fountains so we might purchase our own chocolate fountain machine. I saw a Sunnex brand at SM Homeworld for P3,199.75

~Dessert Station - Assorted desserts (brownies, cookies, ice cream, jellos,donuts,popcorn,personalized chocolate bars,chocolate racecars and stoplight treats)
~Candy Station - I'm thinking of having 9-13 containers (clear jars, tall vase, fishbowls, martini glasses, soda glasses) and 9 different types of candies

Entertainment and Host - I haven't found a supplier for this. All of the best host,magicians and other entertainers that were highly recommended is based in Manila. Hopefully by the end of this week I've already found a local supplier that is good, affordable and definitely worth every peso.

Food Carts:

~Dirty Ice Cream/ Nestle Ice Cream

~Cotton Candy

~Ice Scramble (optional)

Party Program - Haven't finished the draft yet. I'll post it here after  I've finalized some of the party details.

After having a very long list of what I wanted for Gelo's party, I've scouted for several suppliers and have sent them emails for their rates and packages. I've decided not to hire a party planner since the party isn't really super grand and I want to be hands-on in the party preparations. I also plan that for me to be able to add a personal touch to Gelo's party, I would be doing some of the supplies and decorations by myself - it would make me save a lot of bucks and it will be a labor of love for my son's party.

Here are the things that I'm planning to DIY on Gelo's birthday:

~Save the Date Cards
~Insert Cards/Gift-buying Guide
~RSVP Cards
~Map of the Venue
~Registration Sheets
~Name Tags
~Loot Bag Tags
~Thank You Tags
~Checkered Black and White Flags
~Stoplights
~Road Signs
~Guest Table Centerpiece 

~Buffet Table Centerpiece

~Tissue Paper Pompoms
~Cupcake Liner Pompoms
~Lollipop Topiary

~Table Tags

~Station Signages

~Award Ribbons

~Tarp Backdrop for Stage
~Character Standees
~Gelo's Life-size Standee

After 2 months of researching and planning for the party and scouting for the best and affordable suppliers I'm already starting to purchase the needed materials for my DIY's, party favors, loot bags and contents and game prizes.