Apartment Party Planning 101: Everything I’ve Learned

After we relocated to an apartment six years ago, one thing I learned was how to host a party in small spaces. We have a big extended family on both sides, so there will be frequent get-togethers. Initially, I was unsure how we would accommodate everything, but after a few occasions, there were a few things that I learned about hosting parties at an apartment. With the right party planning and smartly using the space at your apartment, you can surely host a fun party at your apartment for a small gathering.

Let’s get into the details.

Keep the guest list intimate

Since you are hosting a party at your apartment, space is a constraint. You can plan and make the best use of the place, but there is a limit to how many people you can accommodate comfortably. Your party will be much better with a few comfortable guests instead of all the guests experiencing overcrowding.

We try to keep guests managed by hosting parties individually for groups like maternal family and paternal family separately, or hosting separate parties for friends and family. Even with friends, we try to split it as colleagues and acquaintances together or close friends. Or guests with kids and without kids. It not only helps to manage the crowd, but the vibe of the party is totally different, and you know what to plan for each group, as managing different likes gets too difficult.

Plan the vibe or activities for the event

Once you have narrowed down the guest list, planning a party is easier as you will know the likes and preferences of the group, and you have a smaller group to deal with. Based on the guest list, you can either go for a theme party or keep it general. You can read this post on 20 house party ideas to choose one. If it’s an occasion like a birthday or anniversary, you may want to go for a specific party decor or activity, and you are much clearer on what to do.

But if it is a get-together or something more general, you must know what vibe you want the party to have, like a cozy gathering, or fun celebration, or an elegant dinner. Next, based on the vibe you choose, you can think of what activities will be at the party, will everyone just like to chat and bond, or play some games. Once I have clarity of what my party will be planning, other things are easy and more meaningful.

Analyze and make use of the space

Now that you know the number of guests and vibe. I like to visualize the party at my apartment. Where can people sit, where will they eat, and so on? Based on this, I proceed to plan for the décor and furniture arrangement.

Mostly when it’s a kid’s party or a fun party with friends. You will need space for activities and dancing. So I moved the couch to the wall to open the space and move the dining chairs in the store or the bedroom. I use the dining table to set up a food and drink station. I move the dining table to the wall so that the space is open and the eating and activity area is separate.

P.S. You can find helpful tips on setting a party food table.

Send invites in advance and choose the right date

If the event is date-specific, like a birthday or anniversary, you do not have much of an option. But for other parties, you must choose weekends to ensure everyone’s availability. In either case, send the invites in advance so you can be sure of the number of guests and plan well. In case of low RSVP, you can change the date instead of a few guests showing up, wasting your efforts and food.

Pick a party time your neighbors won’t hate

One of the most important things when hosting a party at an apartment is to choose the party time that will work for everyone. Most apartments have rules on quiet hours that are mostly from 10 pm to 8 am. So you must plan a party and dances or activities that can cause loud noise before 10 PM, and after that the time can be used for chatting or board games.
It’s not just the music, but most apartments share common walls, and if there is a floor below you, that may get disturbed. So, you need to be mindful of others’ convenience. But most neighbours will be accommodating on weekends, but if you are hosting a party on a weekday evening, you need to pay more attention to this. Also, your guests might need to leave early, for work or school the next day. In such cases, it is better to mention the party’s start and end time with the invitation.
You can also go for daytime or early evening parties, especially if you want to include families, enjoy natural light, or keep things laid-back. A brunch party, or an afternoon potluck, can be just as fun and often less likely to lead to complaints.

Don’t worry about a small space

Initially, I used to feel conscious about the small space after I moved to the apartment. Earlier, there was a bigger space and the party setup used to be spread out, so I used to feel worried if the guests would be comfortable with this setup, and will there would be enough room for everything planned. But my husband reminded me, a party is more about people enjoying it, and my worry does not help me be a good host.

So after a couple of parties, I understood how to pull together a party even in a small space and was very comfortable. And one thing that I realized is that apartment parties are more meaningful with little space, making everyone bond better. A small gathering is a cozy and more pleasant experience. So, don’t be conscious of the small space, but be mindful of making the best use of the space and plan better.

Remove the decor and use the surface space

When the space is small, you have to make the best use of every space available. I found that much over the space decor, like on the coffee table, entryway tables can be removed to make use of the space and theme the decor to the party. Of course, I add a bit of decor for the party, decor just makes the party more fun and pleasant. But the decor on the walls or corners, or the space, will not be useful.
For example:

I remove the decor items from the entryway table and place a basket and a large bowl for guests to drop their stuff. I place an empty coat hanger for guests to hang their coats. This I learned from our first party at an apartment, where guests would keep asking me where they could keep their stuff.
I remove all decor from the coffee table, so guests to keep their snacks or drink glasses.
I remove all the extra cushions that make the couch look pretty but are not necessary, for guests have enough space to sit comfortably.

Plan the food menu smartly

Based on the kind of party vibe that you are going for, plan the menu for the party a week in advance. Since apartment kitchens are small, you cannot cook many things last minute, and will not have enough space for cooking and keeping large meals.
If you are going to order food for the party, make sure everything is delivered before the guests arrive. And have enough of the right utensils available to reheat the food if required.
If you are planning to cook the meal at home. Start with some meal preparation 2 days before, so you have enough time to complete everything by the party.
Here is one thing I learned: even if you prefer to make something from scratch, using some pre-made stuff should not be a problem. It’s ok to use a premix or ready whipped cream or chopped veggies to make things easier for you. You can refer to this post for party menu ideas.
Unless you are on a budget, it’s best to get food from outside so that you are not tired by the time the party starts.
Here are some ideas for party food.

Go for easy bite-sized food; people enjoy appetizers and finger food at parties.
Go for make-ahead dishes, so that you are not spending last-minute frying and cooking everything.
Serve a charcuterie board; it is stylish, you can make it in advance, and it needs minimal effort.

I use this party planner to plan the menu, shopping list, and everything related to the party.

Set up a food table for self-serving

You cannot have a full dining table set up for an apartment party with many guests. Hence, I prefer to set up a food table and let the guest take food as per their liking. You can use different table surfaces in your home for this.
I prefer:

To put the dining table against the wall to serve the main party food.
Use the breakfast bar counter for setting up a drink station.
Add a small table to keep all the cutlery supplies like plates, napkins, spoons, and forks, if the space on the food table is not enough.

This way, you do not have to run around getting food or other things guests will need, and you can be a calm, composed host who is attending to the guests with a smile.

Make your food table fun and add some decor, or simply arrange some flowers in a vase. Serve food in nice containers to make them look more exciting, use a tired tray to serve desserts or appetizers. You can even take it a level up by labeling the food, to make choices easy for guests.

Make sure to keep an eye on the food table in case refills are required.

Build an ambience

As a host, you need to make guests feel welcomed and guide the party. Make sure the party reflects the right vibe you had envisioned.

For an evening party, build the ambience by lighting some warm lights. Use string lights and LED candles to make the apartment feel like a party spot.
Make a playlist of feel-good classics or instrumental music and play it at low volume in the background by the time guests arrive. It instantly sets the mood and lets the guests enjoy.
Once all the guests have arrived, you can guide the party by starting to play games or guiding the guests to enjoy drinks or appetizers.
Make your apartment smell good; it makes guests feel welcomed. You can use an air freshener or reed diffusers.

Have dustbins and cleaning supplies handy

This is one thing that I have learned after hosting many parties. Post-party cleaning becomes very tiring. Make it easier for you by helping guests make things easy for you.

Place dustbins with garbage bags in the food area, and throw away used plates, napkins, etc.
Keep a stack of tissue napkins in different corners for guests to use when they are eating finger food and appetizers.
In the living room or sitting area, keep some sanitizing wipes for a quick wipe.
Keep all-purpose cleaner and towels handy, like not on display but quick to reach for you in case of spills.

Doing this makes post-party cleanup easy and quick.

Make washroom ready to deal with enough people

Your washroom is one of the most used but easily overlooked spaces. Guests may need to use the washroom, and when many people visit, the supplies may fall short.

Before the party, clean the washroom and stock up the supplies like extra rolls of toilet paper and make them visible for the guests to access.
Refill the liquid soap
Keep some extra trash bags
Place some extra, clean face towels
Add a scented diffuser

Plan entertainments that are apartment-friendly

When hosting an apartment party, you have to be mindful of the small space when planning activities or games for the party. Your party need not be boring, but just mindfully planned.
Based on the age group and interest of the guest, you can make a dance playlist that everyone will enjoy.
You can also have some fun games like board games, group trivia, or charades. My favorite are Minute to Win It games, these are small challenges that need to be completed in 1 minute. They are super fun and make the energy of the run fun and exciting. Just make sure to select the challenges that are appropriate for the group and the age.
Ensure to plan loud, high-energy games and dance before 10 pm to abide by the apartment rules; later, you can plan some silent games or slow dance music.

From My Party Notes

When we first moved to the apartment, I used to feel a little stressed about gatherings, but after a few parties, I learned many things.

Moving the big furniture to the walls and storing extra chairs and cushions in the bedroom instantly makes the space look open.
For our first apartment party, I did not clear the coffee table decor, and guests had no place to keep their plates or glasses. Now, I remove all the pretty-but-unnecessary stuff and leave those surfaces free; it’s such a small change, but it makes a huge difference.
I also keep dustbins handy in the food area. At one party, I didn’t, and I found plates tucked under the sofa and napkins under the table. Lesson learned.
Building ambience makes up for even a small party. I always put some warm light, good music, and add a good air freshener; it just makes the space more welcoming with a party vibe.
Our coziest parties have been the ones where everyone ended up chatting in one corner of the living room with snacks in hand.

Hope these tips will help you plan a fun apartment party for any occasion. A small space should not make your party boring, but turn it into a cozy, fun-filled time with guests.

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