party headache... invites

so...

i've visited the venue, i've signed the contract, i've paid the deposit.

i'm currently working on the invitations.
i'm happy with the actual invite, but... and there's always a but(t).

there is quite a bit of information i need to make sure my guests know about.

* the venue is a rooftop venue... although they have heatlamps and it is california, i want to give my guests a heads up to check the weather and dress appropriately

* attire... i'm hiring a photog and want nice pictures AND the venue has a dress code

* timing... it's a surprise party, i want them there in time to surprise the birthday boy

* parking... parking is not at the venue proper, it's half a block away

* rsvp... i need a strick head count because there will be a guest list at the door (think night club in a movie... if you're name isn't on the list, you don't get it)

* fireworks... the venue is across the street from disneyland and there will be fireworks at about 915pm, i would like the guests to try to stay long enough to enjoy the show

* finale... the venue turns into a strict 21 and over venue at the stroke of 10pm. our party is officially over at 10pm, but guests are welcome to stay after... only those 21 and over, and on their own tab.

my question/issue is...

HOW do i present this to my guests?
i created a smaller document to include with the invite, but i'm fearing that this is information overload. these are all important details and i don't want my guests to not be prepared for the evening in front of them.

the current design for the invite is a one-sided 5x7 card with this information on a 5x5 card.

should i change this?
should i do a folded card? and include all this info within the body of the card... so it doesn't get separated?

help
thanks.

Re: party headache... invites

Ok, I would approach these like..:

Rooftop - can you include it in name of location of venue? AKA: Held at The VFW - Rooftop

Attire - Just include on bottom of invite: Dress-code: Cocktail Attire or whatever

Surprise - Include it in invite "Shhhh. You're invited to a SURPRISE party for:" and event begins: Promptly at 5pm

Parking I wouldn't mention

RSVP I would just worry about as I get responses and reach out to those who didn't.

I would maybe include a little card with the fireworks and age thing. "Fireworks show at 9:15pm, Over 21 after 10pm. Can't wait to celebrate with you!"

Message edited 9/21/2017 3:30:36 PM.

Re: party headache... invites

I don't think there's any problem with doing a separate insert to include pertinent info, but I think some of this information is overkill.

I'd definitely include on the ACTUAL invite that the party is on a rooftop... even just saying:

The W Hotel
Rooftop Deck

or something to that effect- hard to say without seeing the actual invite. I wouldn't mention the weather or heat lamps or anything like that- they should be able to figure this out for themselves.

I'd also mention that it's a surprise party on the actual invite- maybe a note at the bottom. or even at the party start time

Arrive 7:00 PM (Surprise at 7:30 PM)

On the extra insert I'd include the parking location, and something saying Dress to Impress! or something along those lines. I wouldn't make any mention of fireworks... that's more of a word of mouth type of thing.

Part of me says not to include the 21 and over at 10:00 PM part either, but I guess it depends on the crowd... are there going to be a lot of 18-20 years olds who WOULD stay if not for the over 21 limit?

ETA: I would not make any mention of RSVP other than the normal RSVP to ____ by _____. Some people aren't going to RSVP no matter what you say- they don't RSVP to galas and weddings, this is not going to be any different.

Message edited 9/21/2017 3:34:34 PM.

Re: party headache... invites

this is the current version of the invite.

ETA: picture didn't attach... just a sec

Message edited 9/21/2017 3:48:40 PM.

Re: party headache... invites

thanks for the replies.
i can easily add the surprise time and dress code.

this way, i'll only have to include a few details on the insert.

i know i overthink things, sometimes

Message edited 9/21/2017 3:57:15 PM.

Re: party headache... invites

I think you're fine!

You've already indicated it's a rooftop event... it says it's a surprise party, though again if you want to put the honoree's arrival time, that might help. But I know most people make sure they're on time for a surprise party. You've got your RSVP info which is the best you can do.

You can definitely put the extra info on an additional insert. I think people are actually more likely to see it on an insert rather than on the back of the invite or a folded invite, ya know?

I actually do like the pp wording for fireworks and the over 21 cut off.

party headache... invites

make sure to tell them about the parking, I would want to know its 1/2 block away, and in case someone cant walk they know in advance

party headache... invites

Just one comment - December 15th is a Friday.

party headache... invites

Ali120206, good catch !

party headache... invites

it's December 15, 2018, not 2017

Re: party headache... invites

party headache... invites

I would wait on the invites - just in case something happens like the place goes out of business or something.