Sounds so fun!! I think you are on the right track. I would probably hire a few teens you know, a couple could help with parking and a couple to just help with making sure garbage is picked up as the night goes along, the extra food area stays stocked, non-alcoholic beverages stay stocked...and personally, rather than limiting the open bar hours, I'd rather just do beer and wine and perhaps some sort of festive punch type thing. I would only do the bar if it were available all night...if I start with a certain liquor, I don't like switching, lol! Mostly, for such a large party, you want to remove the nitty gritty work during the event from YOUR plate. You spent all thus time & money, you need to enjoy it too!

Oh, and do you have friends who would REALLY bring their kids to this type of party??? That blows my mind! Even if you only include the adults names on the invitation??? If you think it could happen, I guess say something on the invite...but I hate doing that.

If you have the big field close by for parking should be no need for valets.

The problem with guests using a house for the bathrooms is that it might be cool and comfortable in the house and they may not want to come back outside.

I'd start food service at 8 (or 8:30).

Outside in August here (Florida) a bar with hard liquor would not be necessary, it can even be a little dangerous to have guests too liquored up. If you do a Margarita machine, you'll need someone to keep refilling it.

if your invite is humorous, yes tell them to keep the kids at home, who knows if you're DH may decide to celebrate by swimming au natural! :)

Have fun.

I would not do an open bar. Sounds like you will have plenty to drink. Maybe let ppl know if they want liquor to bring their own. Sounds like a blast!!!

Since they're night owls, I would start the party at 8~7 seems too early to start a 'shindig', and it's nice when dusk arrives shortly thereafter when a party is outdoors. It might be a good idea to have wrist bands to ward off mosquitoes, as well as plenty of citronella candles, and a skin spray. Even though you're having a bartender, I would also have drinks in a large tub filled with ice(with extra bags in the freezer!)so guests can help themselves. Appetizers should be ready to go as soon as the first guest arrives. It might be nice to have a server standing at the entrace when guests arrive, handing out a sangria or something light. I would not offer hard liquor.

Our area has a "police explorers club" of some sort...not sure if they're with the boy scouts or what, but they are available for helping direct and park cars in our area. They are not allowed to direct traffic on the road at all, but can do private lots....make sure people park in an orderly way to fit the max # of cars.

Great comments everyone, keep them coming!

I think I'm talked out of the bartender. I don't like beer and have developed a wine sensitivity, so I think the bartender was just for me! Maybe I'll keep a stash of vodka... Patty, sangria sounds so good!

I think everyone would know not to bring kids, but it just takes one apple...

I really want everyone to see the ranch in the daylight. It's so pretty and there are friendly horses grazing. Sunset is at 8:30 so maybe start at 7:30.

I agree that the bar isn't necessary. Question: where will people change into bathing suits and back into street clothes? Towels? Would you rent port-a-potties?

I'll keep the bunk house open (with 2 bathrooms) and the outdoor shower has a changing area plus a bathroom. I suspect most everyone will wear suits under their clothes and just put clothes back on once dry. I'm telling ya, casual group! I'm not messing with towels, they can bring their own which will be spelled out on the invite.

Can I come??

Sounds like a blast! Lifeguard for the pool? Assuming that all adults who wish to swim know how, but it may help your liability to have one, especially when serving alcohol.

Sounds so fun!! I think your 7 pm start time is fine...people will probably roll in sometime after that anyway. If you start too late, unless it's a prompt group, it won't get started much before dark. I'd have appetizers and drinks (whatever you decide) ready then and then serve the main food 8 ish.

Be sure to have extras, or have people bring flashlights if they're going to be traipsing over a field to their cars after dark. Lifeguard also is a great idea...sounds like it IS going to be an over 21 party, though so hopefully you can find one or two (they may need breaks, so 2 might be good) that are old enough for your group.

Lucky hubby!

Sounds like a really fun party! I too was wondering about lifeguards. You may wish to investigate liquor license laws in your state or area particularly if you plan to provide alcohol to your guests. Of course we do not want to get a liquor license for every little party we throw at our homes. However for a big offsite party such as you are planning it may indeed be on law-enforcement radar. Just for example we had an open bar at our wedding of about the same size and we did have to prepare a liquor license. It didn't cost a lot of money but it was nice to know that bylaw officers wouldn't come around and shut the place down. Now I am in Canada and I'm sure this varies greatly from area to area but I think it might be good to proceed almost as if you were planning a wedding and think about the same procedure hoops. The other thing I might want to consider in your shoes is liability for guests drunk driving afterwards. Again I'm sure it totally depends on your area but it may be worth having some sort of a service or plan in place for guests to prevent drunk driving. Think I remember reading when I was researching my wedding that There is some precedent For hosts to be held liable for accidents Caused by guests leaving a party.

Everything sounds like it is well taken care of and you are covering it all.

The only thing I would change is have the bbq food for longer than an hour. That doesn't sound like enough time for guests to eat leisurely and serve all those people.

I would also make sure the bbq is fresh, that it came out of the smoker right before serving. Bbq aficionados are particular about that.

I think a lifeguard would be overkill. I'm guessing very few people will actually utilize the swimming pool. If there were kids that would be a different story.

Robo, I'm in Texas and private parties and, well businesses for that matter, don't need liquor licenses unless they are SELLING alcohol. For instance, a lot of nail/hair salons provide wine to clients during their service and they are not required to have a license. I am concerned about liability so that's why we will purchase insurance with a liquor liability rider.

Bumble, I was told service was for an hour but they won't leave anyone hungry! As you can imagine, in Texas, everybody is a BBQ aficionado! Luckily, we have one of the best joints in Texas right down the road.

So what do ya'll think about having extra help? Maybe two people to keep everything tidy and replenishing food, drinks and ice? Otherwise, I would be doing everything myself, but knowing my friends, they would all pitch in as well.

ABSOLUTELY! Hire help! It won't be fun if you re doing the work.

What a fun party! Sounds like you've nixed the open bar, which is wise IMO. I would definitely hire some help so you can enjoy yourself. Salt Lick? I'll be right over!

Texasjana - Hays Cnty BBQ. They're style is more like Kreuz Market. It's been awhile since I've been to SL. It's become too big and touristy. I do crave their blackberry cobbler on occasion!

What's the going rate per hour for help? $15/hr?

This morning, the owner of the ranch said she did the exact same thing for her husband's 50th. BBQ and all, but she also had an Austin taco truck show up at midnight. I've got to check into that!!

You just said something similar to what I was going to suggest. I was at a 50th bday party a few weeks ago and at the end of the night, the wait staff brought out a bunch of flatbread pizzas. People were practically knocking each other over to get to them. I think it's nice to bring out something snacky at a late hour like that. Taco truck sounds awesome.

I also think you'll want servers for more an hour.

Sounds like an amazing party! I want to come.

A party store will carry large packages of cheap flashlights that you can hand out at the end of the night if people need them to find their cars.

Yes to the taco truck! This may also help people sober up a bit, IYKWIM.

Regarding the rate for help, $15 would be fine if this were a longer shift. But around here, you'd be hard-pressed to find anyone (including teens) willing to drive to an event and work just an hour or two for that rate. I think you may need to offer a higher, flat fee for 2-3 hours.

Definitely include on the invitation that kids are not invited.

You can get inexpensive flashlights at big box stores too, but if you like that idea, you might consider ordering them from a company that can personalize them for the event. Quality Logo, and 4imprint are two I remember using for school related items. I think both will send you a sample if you have time to check them out.

This is a big enough event that you could do a frozen drink machine - even a a dual machine so you have two options. It's hard not to have beer with barbeque, but maybe do a frozen margarita or sangria option instead of wine?

Have a plan for those who shouldn't drive home.

Parking: You really only need help when the cars need to be juggled, so I say no.

- Bathrooms: 3 is enough. We have a party for about 100-120 every year and we usually have two bathrooms avail to them. YOU can use the one(s) in the main house.

- Servers:IMHO, no bartender, no hard liquor. Not necessary and hard liquor is more likely to get someone drunk. Yes, you want servers whenever there is food .. to keep the buffet looking fresh and clean things up. You dont want to have ANY Work to do that night. If you have a cleaning person, have them come and have them bring 1 or 2 helpers.

- Food: When should service begin? Party starts at 7 so maybe 8? Have something to snack on as soon as they arrive, food at 8 is ok

- Drink: Is the bar necessary? What if we just have the self-serve beer trough, wine and a margarita machine? YES ... it wastes a lot of money and if people cant have a good time wi beer, wine and margaritas, i mean c'mon

- I would say "adults only"

- definitely something if mosquitos can be an issue

- hire a photographer ... try a local college's photog dept

- i would not have a lifeguard for adults

- Do you use evite or similar? For our big party, I send paper invites because I think it is nice and we like designing them and people like to tack them up. But on the paper invite, it says "evite to follow" and that is where people rsvp. It makes it easy to track who is coming, to send reminders just to those who did not rsvp, etc etc

- Do you need my mailing address? Won't you need a token northerner?

As far as the Flashlights for parking, maybe part of the invite with a cord to hang around the neck....With something clever about you won't be leaving until the break of dawn......just a thought. A late night snack is great.

ML-you are so right about SL becoming too touristy. I do love their sides and cobbler, though. Our favorite is Louis Mueller in Taylor, but that's quite a drive for us. Will have to check out Hays Co BBQ. My mom and oldest son live in San Marcos.