Being an intentional host…
Have you ever walked into a party and immediately wondered if you were at the right place or if you were supposed to be there? Maybe the room was quiet, no one greeted you, and you weren’t quite sure where to sit or what to do. As a host, the last thing you want is for your guests to feel that way. Its not that the host is wanting it to feel that way, but its usually that as the host you are super busy! Whether you’re planning a birthday, shower, or corporate event, a warm and inviting atmosphere makes all the difference. Here are a few simple ways to ensure your guests feel seen, welcomed, and excited to be part of your event. These are random “behind the backdrop” details that are for the most part inexpensive but worth it! Let’s dive deeper than the party decor and food for just a few minutes…
1. Greet Them with Intention
Assign someone to be at the entrance as guests arrive. This person should have a friendly personality and be comfortable welcoming people. They can let guests know where to place gifts, guide them to the food or activity area, or simply help them find a seat. First impressions truly set the tone, and having someone dedicated to hospitality helps guests feel appreciated right away. This also helps with the flow of the party. As the host, you can’t always be the greeter, so its important to plan ahead.
For a child’s birthday party, greet them into the “magic scene”. You could have bubbles going past the door.
Your greeter (if a willing participant) could welcome them into the “safari” for a jungle themed party. Combine point #2 below with jungle music and you’ll be a winner!
We did a softball themed party once, and we had Matt’s dad dressed as the “popcorn” guy with red suspenders. He went around yelling “popcorn…get your popcorn” so much we thought we were going to dream about it! It’s one of my favorite memories!
2. Set the Vibe with Music
Music might seem like a small detail, but it plays a big role in creating the right vibe. If you’re throwing a beach-themed birthday party, ocean sounds or playful tunes like “Bubbles” can bring the theme to life. Hosting an 80s-themed roller-skating party? A playlist full of 80s hits can instantly energize the space. A farm party…you guessed…animal noises! Disney party…easy peasy…disney music! No matter the event, thoughtful music choices show that you planned with intention and care. It doesn’t have to be loud or even all over the venue. It could be at the entrance!
3. Use Your TV to Elevate the Space
If your venue or home has a smart TV, use it to enhance your décor. One easy trick is to find “framed TV art” on YouTube that matches your theme or the season. It’s free and creates a polished look that guests often notice. For the 4th of July, it took less than 2 minutes to search “Patriotic Framed TV Art” and was a great addition to the room.
Another idea is to create a slideshow of photos—either current or nostalgic—and display it using a USB flash drive. While this takes a little setup time, it adds a personal touch that guests always appreciate, especially for milestone events or family-centered gatherings.
4. Send Guests Home with a Thoughtful Favor
Party favors don’t need to be expensive to be memorable. For one of my daughters’ birthday parties, I printed free mermaid-themed coloring pages from the internet, rolled them up like scrolls, and tied on two crayons with a ribbon. It was simple, budget-friendly, and the kids loved it. (Although I’ll admit—I also sent each child home with a goldfish that year, which I wouldn’t recommend unless you’re prepared for a few surprised parents!)
I don’t always do this for each family gathering, but I always did this for my children’s birthday parties.
Know your audience (I’ve done this the hard way!)…noisy, messy, simple…all the things. It probably wasn’t my best moment to gift goldfish to children…especially when the fish were destined to not even make it home alive…
My mom always searched the earth for her 4th of July Kids treats. One thing she would include was a box of poppers (these little white paper pieces that pop when thrown).
How cool are the styrofoam airplanes from Dollar Tree? Add a tag “Thanks for flying by.”
Basically…I believe that you can break up anything and put a ribbon on it. For instance, buy a box of sidewalk chalk. Separate each piece and tie a ribbon around it with a tag that says “You made my party colorful! Thanks for coming!”
My mind loves to race when it comes to party favors & budgets! Call me up and let’s get creative together!
5. Add a Touch of Greenery
If you’re hosting in your home (or a cozy home-like venue), one of the easiest ways to make guests feel special is by placing a small bouquet or twig of greenery in the guest bathroom. It doesn’t have to be anything fancy — I usually just clip something fresh from my yard!
My mom always taught me to add a little live greenery cutting to each room, and I’ve found that this small effort goes a long way in creating a welcoming atmosphere. I personally save this detail for family gatherings or adult parties, but you can use it anytime you want the space to feel a little more put together.
6. Disposable Hand Towels: A Small Upgrade with Big Impact
This is really random…but worth it. Do yourself (and your guests) a favor — look up “disposable hand towels” on Amazon. They’re a little more expensive than regular napkins, but they’re totally worth it. I prefer the simple white ones. They feel more elevated than the napkins from the grocery store and can be used in the bathroom or at the table as napkins. Bonus: They don’t shred or fall apart when wet! They also don’t feel like cardboard when you wipe your mouth! ….You’ll thank me later.
Creating a thoughtful atmosphere doesn’t have to be complicated. With just a few intentional touches, you can turn any event into an experience guests will remember for all the right reasons.
