Party Planning: 12 Top Invitation Tips

A credit card bill, a postcard from your dentist, pizza coupons, and...what's this? A party invitation! You know that little spark of excitement -- keep it in mind as you plan your celebration invitation. Give this precious piece of paper your all. Party invites (besides providing the basic who, where, and when) offer guests a sneak peek at what's to come. Here are our tips to get you the write stuff.

(1) When to Order
If you're going with custom-made invites, aim to order your invitations when your guest list is final (about three to four months before the party). How do you reach that point? Follow this game plan: Dream up your design concept about seven or eight months before, start to scout out stationers at the six-month mark, and nail down specifics during all subsequent visits.

(2) Do Overcompensate
Don't order the exact number of invites you'll need -- get about 25-percent extra. It's better to have leftovers than to have to reorder more later, which can get pricey. Also order extra envelopes to leave room for addressing errors. (If you're hiring a calligrapher, he or she may request a certain percentage of extras.)

(3) All in One
Think of your invitation as a tote-it-with-you tool for guests. So you'll want to provide them with the information they'll need. Translation: names of the hosts, day of the week, date, time, address of the party place, and RSVP info (unless you're including response cards). A few words about enclosures: You're not expected to include any, though response cards tend to save trouble and maps are an ultra-considerate touch. Choose only what makes sense for your party. Party Pointer: Lightly mark (in pencil!) a number on an upper corner on the back of each response card. Keep a numbered list with corresponding names. When you can't read someone's handwriting, you can use your code to uncover the mystery attendee.

(4) Considering Costs
Prices depend on the kind of invites you choose, where you order them, the ink, the typeface, the printing process, and, of course, how many you need. You'll spend anywhere from $1 to $50 (seriously) per invite. If you're hiring a calligrapher to handle envelope addressing and more, account for that extra cost in your invitations budget.

(5) Cutting Costs
Three words: Keep it simple. Top-of-the-line papers, color ink, and custom designing will jack up the price. So will decorative envelope linings and multiple enclosures. Use response postcards instead of cards and mini-addressed envelopes, or just have guests reply via e-mail. If you're concerned about postage, stay away from oversize or bulky styles, and opt for thermography over engraving or letterpress. Paper boutiques have beautiful wares, but working with a mainstream house or mail-order outlet will save you cash.

(6) Vocab Lesson
Having a formal fete? Learn this word: Thermography. It's probably the most popular print method because it's less expensive than and virtually indistinguishable from engraving. The subtle differences: Thermographed text is slightly shiny and the back of the invitation remains smooth, leaving no impression.

(7) Be Careful, Not Carefree
If you've got more guests than your writing hand can handle (or if the term "chicken scratch" applies to your penmanship), enlist some friends to help address envelopes or hire a calligrapher. Be sure to inquire about written errors. If your calligrapher spells your Aunt Millie's name with a "y," will you have to pay for the correction or are re-dos done free of charge? Give your calligrapher a typed address list (handwritten lists, even if legible, may introduce errors). And be sure to check your list twice and make sure that someone else familiar with the names takes a careful look as well.

(8) Get Proof
Just before your invitations go to print, the stationer/designer will forward you a proof of the actual version for review. Sometimes you'll receive a copy via fax, where you'll check the text for spelling errors and confirm the accuracy of date, time, and other pertinent information. Sometimes you'll receive a true-to-life template where you'll be able to check colors, graphics, alignment, resolution, etc. As you carefully review, double-check the date, just to be on the safe side! Always have someone else with hawk eyes take a look, too.

(9) Team Work
When you order your invitations, see if you can take the envelopes home immediately -- or at least request that they be delivered ASAP if you're having a return address printed on them -- so that you can start addressing these (or having a calligrapher do so) while the invites are at the printer.

(10) Keep it Neat
You've already gone to so much trouble for your invitations – don't ruin it now! Ask the post office to hand cancel each one of your delicately crafted invites to keep it in tip-top shape. Running them through a stamping machine may cause smears or crinkle your design.

(11) Scaled Down
Are your invites big, bulky, or even just an unusual size? Go to the post office and weigh a complete invitation so you know exactly how much postage to put on each one; your mailing costs might be relatively high if you have lots of inserts. Having your invites returned for insufficient postage can throw your party-planning schedule for quite a loop!

(12) Get Personal
Looking for specific stamps for your invites? There are a lot more options out there than your standard American flag, and chances are there's a stamp that fits your party's theme perfectly. Don't waste time running from post office to post office. Just visit the U.S. Post Office online (www.usps.com) and browse through their entire inventory of stamps.

 

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