From barbeques to birthdays: Tips and cost-saving ideas for planning any family function

Family gatherings come in all shapes and sizes – the Memorial Day barbeque for your siblings at the city park, a yearly reunion for the entire clan at the VFW or a graduation reception for 150 of your closest friends and relatives in your yard. While every event has its own planning requirements, there are some basic tips you can use for any type and size of gathering that will alleviate your stress without breaking the budget.

“We’ve discovered that most people think getting together with family is important, but difficult. They’re always looking for new ideas for planning their family gatherings with minimal stress and costs,” comments Sharon Snawerdt of Modern Woodmen of America. Modern Woodmen sponsors a Web site, www.gatherings.info, that offers tips on everything from where to host your gathering to organizing games or entertainment.

“People can really get intimidated by the idea of entertaining, whether it’s a large or small gathering, formal or informal,” agrees Patty Sachs, author of Pick a Party - The Big Book of Themes & Occasions. “No matter what kind of gathering you’re having or whether you’re entertaining 10 or 300, you need to be organized.”

It’s all in the theme

Most parties have a purpose – from the simple Fourth of July barbeque to an elaborate Mexican fiesta – which can be translated into a theme for everything from the invitations to the menu.

“Using a theme really adds fun,” says Sachs, who’s Web site, www.partyplansplus.com, offers a variety of ideas and merchandise for theme parties. “For the guests, it makes the event more inviting to attend. For the host or hostess, a theme can provide a road map for planning. More elaborate themes can be expensive, but they don’t have to cost you much if you use what you already have in your home or borrow from friends and family. Ask friends and family to help make decor or scavenge for deals at the bargain and second-hand stores.”

Get the word out in a unique way. Use photos, have your kids make homemade invitations, get the family poet to write a jingle, or mail the invitations in a unique container such as a cylinder. If your gathering is casual and you’re looking to save on postage, why not use a postcard invitation, which has less expensive postage, or even issue the invitation via email? If you want to entice the kids – mail the invitation to them and tell them to bring their parents!
Put your money where it will be seen. Guests will notice the table decorations much more than wall decorations. So dress up the seating areas and buffet tables or counters first.
Use photographs. These work well for occasions such as graduations, anniversaries and religious celebrations. Instead of grouping them on one large table, make them centerpieces at individual tables.
Think different for table coverings. Inexpensive white bed sheets and large rolls of paper from the office supply stores make great tablecloths. They’re blank slates on which kids and adults can draw or leave messages, if you provide them with markers or crayons.
Personalize it. Sachs says if you have to choose between the expensive, fresh flowers and party gifts, keep the gifts and make them part of your table arrangement.
Use party pooling. Make an inventory list of the tableware and decorations that y