A Party for 50 for $250?

Some people are very budget conscious – I definitely include myself in this group – I’m excited not by how much can be done but rather by how much can be done with so little.

 

Since I’m also a compulsive host, who has made sure over the past 15 years that I host at least one party every week, I’ve learned how to host parties that are really fun and satisfying for guests at very little cost.

So here are some if the things I’ve discovered about how to put on quite a nice party for 50 people for under $250.

Invite Sociable People

I’ve found that what makes parties work is the people that come along, so focus on having the right people there, not on how many people come – if your throw a good party for 6 people that’s much better than a crappy one for 600, and also you will find that as you regularly throw parties that are great more people will want to come along.

Learn How To Cook

Another thing is to learn how to cook good basic food and serve drinks – cooking classes are a good way, but these days I learn most of my recipes of YouTube the day before I do my food shopping. By buying your own food and drinks you can bring food costs for a full dinner down to as low as $3 a head.

Make a Party Space

Once you know how to cook and serve drinks, the next thing to do is to pimp out your house, or some other space you have access to at no cost (when I was a kid the church hall was my spot!). It doesn’t have to be lavish, but you need all the basics – you can get 50 fold up chairs from Ikea for $325 (I have 20 of these that sit in the corner of my entertaining area), trestle tables are cheap from Bunning’s, and you can make long tablecloths from raw fabric that you hem yourself. And then you just need 50 glasses, plates, bowls, knives, forks and spoons. Once again Ikea can work well for this stuff. From there you can add other cheap but effective touches – tea lights, fairy lights, paper lanterns, all of these things look great but don’t bust the budget. You can get yourself set up for dinners for 20 for around $400 and then build up from there as more people start accepting your invitations.

Provide Fun Stuff

With this done you now need fun stuff for people to do. What this is will depend on your age and friends. For me it’s a projector with an X-box, board games and a good sound system with great CDs to play, but chat to the people you are inviting and get some ideas that will work for them.

Invite People Powerfully

Now that you have a pimp space and fun stuff, and all the basic gear you need the next step is to invite people – I have a blog post about this here.

Decide what to cook

Here are my suggestions for great cheap dinners that will leave your guests raving:

·      Curry

·      Paella

·      Baked Potatoes

·      Roast

·      Mexican

·      Pasta / Risotto

·      Bangers & Mash

·      Soups & Casseroles

Menu Plan

Once you know what you want to cook, you need to make a menu plan. Here’s an example. Just list of all the recipes and then a shopping list so that you have all the ingredients. Don’t forget the drinks!

Buy & Cook

Once you know what you need, it’s a matter of buying everything you need and then cooking up on the day. If you like cooking like do, then have fun, but if not don’t be shy to enrol your friends that do like to cook in helping out.

Throwing parties doesn’t have to be expensive if you are organised

I throw a party at my house every week for 20-50 people and it can always come in at $250 or less, even for the big groups because I have a good reputation for a good party, a pimped out space with fun things to do, and I’m willing to buy the basic ingredients and cook them up for my guests. These parties for me, as a compulsive host, are absolutely the highlight of my week!

Spanish Menu for 50 People

So this is how I cook for 50 people – I get some recipes off the net, then make a list of all the food I need, buy it up and cook my heart out!

This example is for a Spanish night – 2 types of Paella, Meatballs, Tapas, Churos, Sangria and Pina Coladas – if you shop smart this meal costs $250 for 50 people!

Shopping List

500g Prawns

500g Calamari

10 Onions

Garlic Jar

6 cans diced tomatoes

1g Saffron

500g Peas

500g Beans

3kg Arborio rice

500g White Fish

500g Mussels

10 lemons

2kg Chicken Legs

1kg Chorizo / salami

500g bacon

Chicken Stock

Seafood Stock

2kg meatballs

500g Stuffed Spanish Olives

8 Bread Rolls

1kg potatoes

250g Spanish Cheese

500ml olive or canola oil

5 Oranges

Apple

8l Shiraz

8l lemonade

700ml Rum

4l Pineapple Juice

500g butter

600g plain flour

12 eggs

65g caster sugar

5l milk

Nutmeg

Paprika

Cinnamon Ground

Parsley

1kg dark chocolate

Seafood Paella

·       Heat the paella pan. Add 2 tbsp of the olive oil, then the prawns and calamari. Cook for a few minutes until brown all over and season with salt and a little pepper. Remove to a bowl.

For the sofrito

·       Add the rest of the oil to the same pan and, when hot, add the onion. Cook over a medium heat, stirring occasionally until the onion has softened and is golden. Now add the garlic, cook for about 7-8 minutes until lightly coloured and softened. Now add the tomatoes, season liberally with salt and pepper and cook slowly until the sofrito has reduced and there is no liquid left. Add about 1/2 cup of water and continue to cook until the liquid has again reduced. This should all take about 45 mins and can be done ahead of time. The sofrito should have a concentrated flavour and pulpy consistency.

For the paella

·       While the sofrito is cooking, gently heat the saffron in a small pan for a few minutes, until it changes colour and becomes fragrant. Be careful as it burns easily. Remove from the heat, crush with the back of a spoon and add to 2 tbsp warm water. Add the prawns, calamari and paprika to the finished sofrito and cook, stirring for a few minutes, then add the water and bring to the boil. Taste mixture, adding salt if necessary.

·       Add the saffron, peas and the rice and bring to the boil. Stir briefly then turn heat to low. Place the pieces of fish and mussels over the rice and poke them in a little so they can cook. Do not stir.
Remove from the heat and cover with a tea-towel for 10 mins, then remove the tea-towel and allow to rest for another 5-10 mins before serving.
Squeeze over the lemon juice and sprinkle with chopped parsley.

Meat Paella

·       Pre heat the oven to 190C / 275F / Gas 5.

·       Remove the end bits of bone from the chicken legs, then cut them in half.

·       Cut the chicken breasts in half.

·       Coat all the chicken pieces with flour, salt and pepper.

·       Put some oil in a hot large flat pan and brown the chicken legs and thighs, skin side down, turning them, to brown them all over.

·       Transfer them to a small roasting tray and continue to cook in the preheated oven or 30 minutes.

·       Add the chicken fillets to the pan and let them brown, then add the chorizo slices.

·       Lay the slices of pancetta over the top.

·       Once crisp, turn the heat down, add the onion and garlic to the pan, and allow to soften.

·       Pour the infused saffron and some of the stock into the pan, and add the smoked paprika and rice, stirring continuously.

·       Finely chop the parsley stalks and add to the pan.

·       When the rice is almost cooked, add the peas, mussels, prawns and squid, adding more stock if necessary.

·       Cover the pan with foil.

·       When the chicken is cooked, add it to the pan, then add a large handful of chopped parsley leaves.

·       Check the seasoning.

·       Cut the lemon into wedges, place around the edge of pan, and serve.

Meatballs

·       Make small balls and roll each one in flour.
Bake in the oven for 30 minutes at 170c and then place them in the sauce

·       For the sauce:
Finely chop the onion and garlic
Place a little oil from the meatballs into a casserole dish or large earthenware dish 3. Add the onion and garlic and gently fry until they begin to brown.
Add the chopped tomatoes and about half a glass of white wine.
Bring to the boil and cook for 5 minutes

Tapas

Filled Olives

Chorizo  & salami sliced

Bravas (Potato diced, Salt &Rosemary, oven roasted with the meatballs and then another 15 minutes at 220c)

Spanish Cheese

Churos

·       To make the hot chocolate, combine milk, rind, nutmeg and chocolate in a saucepan over low heat and cook, stirring occasionally, for 5 minutes or until chocolate melts and mixture is hot. Remove from heat and discard rind. Use a hand blender to whisk until mixture froths. Pour into glasses to serve. Add sugar to taste.

·       Meanwhile, to make the churros, place butter and 1 cup of water in a saucepan over low heat. Cook, stirring occasionally, for 2 minutes or until butter melts and water just comes to the boil. Add flour and stir until well combined and mixture comes away from the sides of the pan.

·       Transfer to the bowl of an electric mixer, cool slightly then add eggs, one at a time, beating well between each addition, until mixture is smooth. Spoon into a piping bag fitted with a 1cm star nozzle.

·       Heat enough oil in a deep frying pan to reach a level of about 4-5cm. (Oil is ready when a cube of bread browns in about 15 seconds.) Pipe 8 x 10cm lengths of dough into hot oil, using a knife to cut lengths. Cook for 1 minute each side, then drain on paper towel. Immediately place churros on a tray containing the combined sugar and cinnamon and toss gently to coat. Repeat with remaining dough. Serve immediately with the hot chocolate.

Sangria

·       Thinly slice 1 orange and 1 lemon. Cut each slice into small wedges and place in a large bowl. Add apple, cinnamon and brandy. Stir to combine. Cover and refrigerate overnight.

·       Juice remaining oranges and lemon. Combine 1 1/2 cups wine, 1 1/2 tablespoons sugar, 1 1/2 cups soft drink, 1/4 cup orange juice and 1 1/2 tablespoons lemon juice in a jug. Add half the apple mixture. Stir to combine. Repeat with remaining ingredients in another jug.

·       Spoon crushed ice into tall glasses. Pour over sangria. Serve.

Spanish Pina Colada

·       Mix 500ml Rum with 4l Pineapple Juice, Ice and lemon slices and garnish with a pinch of nutmeg.

Heart Break – When a Party Doesn’t Live Up to the Dream

What most often breaks my heart when I head out and DJ at someone’s 18^th or 21st is when someone goes to so much effort and expense to put on a party on such a special day and then far less people turn up than expected. The poor host is so upset – they have put so much energy, so much emotion into the day and then for one reason or another their guests just don’t show up.

So here are my tips on making sure this doesn’t happen to you!

It’s all about the invitation process!

When I really want people to come to a party I’m organising I try to invite people well in advance and figure out as many reasons and ways as possible to invite people.

Here’s all the different ways that you can let people know that the party is coming up, in the order that I usually do them, starting about 3 months before the party:

Make sure the key people can come before you set the date

Make a short list of the people that you really want to be there and speak to them all individually to find out what days work best for them, and make the party on a day when all or most of them can come. If you let these special people know that you wont be having the party at all unless they can definitely come, they will understand how important it is to you that they are there!

Find out peoples address details

Call them up and say “Hey I’m having a party on such and such a date and I want to post you an invitation – what’s your address and email? This way you have already sort of invited them!

Send them a save the date email

I usually send a save the date email out to let people know when the party is on. Just something very simple that says: Hey, this is the date and time. Stick it in your diary – more amazing details to follow soon!

Post them a formal invitation

A lot of people don’t do this any more – they just email or hand deliver the invitations. I like to post an invitation with a formal RSVP request. I think it lets people know that you really want them to come and that it’s a big deal. It also means you can:

Follow them up by phone

If you send a formal invitation you then have the excuse of following up by phone. I do this for everyone, even the people who say yes. I call the yeses to thank them for coming in advance and to ask them if they need any more info. This adds a personal tough and makes it clear that if they don’t come you will be disappointed. I call the no replies and ask them if they got the invitation. I call the no’s and thank them for letting me know.

Make a facebook event

If you haven’t done the other things then a facebook event probably wont cause people to come, but if you have done the other things then you will find people will use the page to chat to each other about the event. Please don’t just make a facebook event and skip the other more personal invitation steps. It’s a recipe for disaster in my experience!

Interact on the facebook event daily

What makes a facebook event page worthwhile is not the information, it’s the interaction, so put up questions about what people would like to do on the day, if they have any questions etc and then interact with what people say each day or put up some new information or questions – this will engage people in the party day to day.

SMS and facebook message the day before to finalise numbers

This is a great way to remind stragglers or forgetful people about the event without seeming desperate – just text and facebook message to say “Hey, just double checking that you are still in for tomorrow night so we can get the drinks, food, (or whatever) right. Let me know!”.

If you do all of these things then in my experience a lot more people will come.

Above all, don’t decide on how big your party will be until you have firm RSVPs back for your guests – be realistic – if only 10 people are keen don’t stress, just book in for a dinner at your favourite restaurant with the 10 people who really love you – you will have a great time with the people who truly matter. And if you find out that way more people want to come than expected, then you will be able to manage peoples expectations and try to fit the night to your budget so that everyone can have a good time!

iPod, DJ or Band?

 iPod, Band or DJ? I made this up as a pretty poster so its easier to use - enjoy!

Click to enlarge

Click to enlarge

Shanghai Host With the Most

I hate traveling. But I like learning about the world so I travel internationally a few times each year, mainly for education and conferences or with my partner to have some time for just the two of us.

When I do, I spend a disproportionate amount of time eavesdropping on the conversations that people have with the concierge. I have learned so much about how to be a good listener and a good host from these conversations.

With an hour to kill before the start of a conference in downtown Shanghai this year I found myself a perch on the side of a very expensive smelling leather lounge just to the left side of the concierge desk at the Hyatt on theBund and proceeded to pretend to check my email whilst listening in to the conversations that were going on. I was homesick and quite tired and wanting to hear what the concierge was like before approaching them – I’m a bit shy this way, and also very curious when it comes to observing professional hosts.

There were lots of questions, loud, quiet, urgent, relaxed. One lady wanted to know why the local shop keeper would not accept the local currency she was offering (her money was counterfeit, as it turned out. She was quite embarased!). A young man wanted to know if it was safe to walk around after dark.

But one brief but intense conversation stood out for me: There was a man who was stranded for a few days due to a company meeting being postponed. He was upset and worried, storming about how he now had to change all of his plans and rework his schedule, but within a matter of minutes the concierge had found out the real issue.

My hearty went out to this guy, but more than that I was amazed by the concierge’s communication skill, confidence and style. I’m not sure how this story turned out, but the concierge got a broken man back into action in just a few minutes.

I had to listen so hard they were speaking so quietly. The man was upset but also didn’t want to discuss a personal concern in such a public space. I watched the smartly dressed concierge lean in and get the man’s full attention so he would not notice the thirty or so other people in this vast lobby and he spoke in a tone that rose and fell with the mans shifting emotions. Then he did something really brave. He asked the man what was upsetting him most.

The man lowered his voice and cursed about these #^&^%@$’s who had postponed the meeting and his @$%*$# team back home not preparing well enough and how his whole day would now be spent reorganizing. He was very angry. The concierge listened and was at the same time looking up something on his computer. Once the man was spent, he then asked some more questions.

He asked how long the man had been travelling for, and when he expected to get home. The man said he had been on the road 3 weeks, but then when he considered when he would get home I saw the mans expression change. He visibly paled. The concierge asked another question, a bold one:

“Are your family inconvenienced by your delay, sir?” The man leant forward and just glared at the concierge. I thought he was going to head butt him.

The concierge leant in toward the impending head butt: “A man last week was delayed and missed his anniversary. I helped him make a movie to send to his wife.” The man leant forward further still – the concierge put his hand on the man’s shoulder. I was shocked: he was sort of crying: shaking a little and his breath heaving. No tears, but this man was obviously upset.

People were looking on but the concierge kept the mans attention. “What are you missing at home, sir, I want to help you make this right.” I was listening intently now as the two were speaking in whispers. Finally the man spoke. I’m missing my baby’s special day. I don’t deserve to be a father or a husband.” He was really crying now.

Concierge: “Yes you do, and we are going to prove it. What does your daughter like more than anything?”

“To see her dad – we have been planning her day over the phone.” Now he is angry again.

The concierge is typing – looking things up.

“Sir, how old is your daughter?”

“She will be turning 11.” Now the man is curious.

“Sir, do you have a lot of flier points? You are a good father and husband. Fly her to China. Your company has demanded you stay. Maybe they will fly your wife here as well. Do you want me to call your PA? I can move you from your suite to a twin room and help with an express visa. What does your daughter like to do?”

The man is now in a trance, and I am gob smacked. It’s eerie. Time slows down for me for a few second as I look around. Has anyone else in this whole lobby noticed what just happened here? Apparently not to any great extent. The man stands up really straight. He looks the concierge right in the eye. Then he just asks one question. “Will you be here in two hours?”

“Sir, I will be here for three more hours and I will leave notes for the incoming concierge. If you need anything just call. I can help organize what ever you need.

The man turns and lunges at the arm of his rolling luggage. He catches a glimpse of me smiling over the blank screen on my powered down laptop. He turns back to the concierge, and this time it is his arm reaching out.

“Thank You…”.

“Sir, if you need anything call me.”

How Hotels Ensure that they are the Host with the Most – the role of the Concierge.

You have seen them there so many times, off to the right of the reception desk, waving at bell boys, gesticulating at old men in business suits and bringing up web pages for lost looking Americans all at the same time. They wear a slightly different uniform than the rest of the staff and their badge and collar have some little keys sewn in to them. Those keys are there for a reason.

The Concierge.

Why would the hotel allow someone to just walk in and start telling everyone – staff, guests, cabbies & call girls, what to do? How do they fit in? Why do they exist?

For those of you who prefer to backpack or chill at home, you may have never even noticed this person working away behind their desk.

For those of you who are experienced international hotel users you may know many forms of answer to this question, based of your needs and your experience of travel. For the executive on office visits the concierge is often a trusted ally who knows better that you want you need and how to procure it as you stumble in after another day of lunching for your life. For the professional on a conference perhaps they are your local custom & culture speed coach. For a road warrior the concierge may be your local logistical genius – the Q to your James Bond. And for the style traveler the concierge is your connection and interpreter, plunging you into the real when everyone else wants you to tick off the sights.

For today I’m flipping the concierge question around and asking it from another point of view:

From the point of view of the hospitality industry as a whole, why do concierges exist?

From this point of view there is one main reason: To make the customer primary in an environment that will constantly drive for the customer to be an object.

And this is why I love this role – to me it is the glowing heart of hospitality in an industry that is, I believe the term goes, hyper mature. Hospitality is one of the oldest industries, and as such it has become highly competitive and increasingly technical and structured. In an industry like computer chips this is not such a big deal.

But problem with hyper maturity in hospitality is that although business systems, processes, innovations and offers can be continually improved, people are still people. They don’t always want better, more or best. Very often, as a weary traveler approaches the reception desk all they want is the smell of their partners clothes, the sound of their child’s laughter or the touch of their old pair of slippers. No amount of luxury can provide for these needs.

But the concierge can. And a concierge does. A concierge does something that very few other people in hospitality are asked to do any more. They listen. They seek to understand. Then they challenge and provoke so they can understand even better. And then they deliver. I have the memory; of fireflies dancing, just after dusk, as my wife and I dined on a menu of our on creation, just the two of us, in a gazebo strewn with frangipanis and lit by candles, by the banks of the Ayung river, to prove it.

Next week I’m going to share an experience of a concierge to back up my claims.

Father as Host?

So my wife is pregnant at the moment so I’m thinking about fatherly duties from the point of view of a host.

 

We met our new friend for the first time today on an ultrasound, and it made me very thoughtful about how the future will change for my wife and I and also how much I will learn about being a great host. A young person is the ultimate guest – fully expressed and themselves at all times, without much care for their effects on others, and so for me is a great personal study in my ability top be a great host, right there in the moment for the changing needs of both my partner and my new friend.

This is just a thought that being a father / partner during pregnancy is a really cool type of hosting because you are always the indirect helper not the centre of attention, which for me exemplifies the role of the host – always there but never the focus, and always present in the moment ready to help out but never fussing around and insisting people feel or behave a certain way.

Ive been thinking as I make Sarah cheese on toast for the 3^rd time of an afternoon or as I say goodnight to the little person in her belly, how much of a host a father really is – always present and providing but just supporting and guiding, never insisting things be done a certain way, but rather running alongside and responding to and cushioning the changes that life throws our way for the rest of the team.

 I guess I will learn as I go, like any diligent father and any compulsive host!