You’ll love our checklist for the ultimate 40th birthday party

by | Sep 16, 2021 | Meet to celebrate

You’ll love our checklist for the ultimate 40th birthday party

by | Sep 16, 2021 | Meet to celebrate

You’ll love our checklist for the ultimate 40th birthday party

by Jess
16 September, 2021

The perfect rustic-chic party

You want a rustic-chic party that feels like it’s developed organically, not just been bought and shipped in. But where do you start? For inspiration on the perfect private party, we think you’ll love our client’s rustic-chic 40th birthday party; the ultimate garden party and summer celebration.

For the best memories and a party that’s talked about for years to come, recreate this 40th rustic-chic birthday with our checklist of ideas. From sourcing local and managing a multitude of suppliers, use our top tips to help create the ultimate luxury rustic-chic private party.

Start with you

Create a Pinterest mood board for your ideas and personalise your invitation with words and memories that are special to you. Think about how you’ll take your theme throughout the party.

The venue

Make the most of the space you already have rather than hiring a venue. If you have a beautiful house and garden, as an alternative to a marquee, why not use canopies to provide shelter and to help divide your garden into more intimate spaces?

Create a plan

For any party, you’ll be working with a multitude of suppliers. Make sure you have a plan which you keep up to date with suppliers names and numbers and details of what they’re supplying. Create a timeline of events for the week running up to your party and don’t forget to include deliveries and supplier movements to make sure there’s always someone to receive them and help with locations.

Rustic-chic furniture

Instead of hiring banqueting chairs, look for companies where you can hire furniture that fits in with your party style. Compliment what you already have and can move outside by hiring rustic trestle tables and folding chairs. For the party, we used reclaimed lab stools, whiskey barrels and milk churns. Apple and potato crates created the perfect rustic-chic feel and straw bales dressed with coffee sacks created alternate places for guests to sit around the garden.

Rustic-chic décor

To help dress and light your tables, use a mix of Kilner and jam jars for tealights and locally grown flowers. For even more sustainable décor, use herbs and other plants, dressed in hessian or in reusable metal buckets. Hang paper tissue pom poms for an eco-friendly splash of colour and that bohemian vibe.

Find your chill out space

Create a space for your guests to relax. Using a tipi as a frame, we created a cosy chill-out space with cushions, bean bags, picnic blankets and sheepskins.

Personalising your event

To make your party feel like your party and not just a party, add your personality and character. It’s all about attention to detail so you can put person and emotion at the heart of your party. For this 40th party, we made ribbon bunting in the birthday girl’s favourite colours which matched the hand created invitation Emma had made. We intertwined our client’s favourite quotes which were hung in the chillout tipi and echoed in the hand-tied napkins and photos were hung in frames from the trees.

Don’t forget the lighting

Setting up in daylight, it can be easy to forget how dark outdoor spaces can get. Use festoon lights, lanterns and tealights in Kilner or jam jars to create ambient lighting and help guide your guests around the quirks of your garden.

Serving food

Ask for recommendations from trusted friends and family for local caterers. For a more informal feel, use an assortment of your own serving dishes such as wooden chopping boards for canapes and your own large bowls for the caterer’s salads.


Include a good mix of drinks. Let your bartender know your preferred tipple and grape variety and make sure your favourite cocktail is on the menu. Our client loves gin, so as well as a cocktail and mocktail bar, the party also had its own dedicated gin bar with a range of high-end gins including local Cotswold Gin. Don’t forget the designated drivers – we included non-alcoholic spirit cocktails and mocktails. Old tin baths were used for ice baths to keep bottled drinks cold.

Rustic-chic signage

So your guests don’t have to keep asking questions, guide their evening with signage. Use blackboards to welcome your guests and let them know menu choices with a combination of more blackboards and lit signs to distinguish and create spaces.


You don’t need to choose between live and recorded music – they’re a great compliment to each other. At a small additional cost, it is worth so much if you ask the band to learn a couple of your favourite songs and let them know the theme so they can dress the part. Create your own playlist. Portable speakers won’t be loud enough so hire a portable PA. Create your own dance space with light up letters and disco lights.

Do something you love

Why not add something you love to your party like a game of rounders. Split your guests into two teams and for those less keen on running, ask them to umpire!

Save the memories

It’s not often you get so many of your family and friends together. For beautiful photos, invest in a good photographer to preserve your memories. Guests also loved dressing up and using a polaroid camera, meaning the moment was captured without the ability to delete! Drone footage gave a bird’s eye view and the film was the perfect way to mark the moment.

Let them eat cake

Everyone loves cake! But why stick to one flavour? For the party, our client chose a two-tiered cake with coconut and lime as one layer and chocolate caramel as the other. She also opted for cupcakes with a mix of raspberry and rose, blueberry and lemon and lemon and lavender. The cake was dressed with tealights and flowers.

Late night munchies

Guests can get a bit peckish so we recommend a late-night nibble. Everyone loved the 11 pm graze boxes.

Baby it’s cold outside

We hope not… but once the sun goes down the temperature drops. Keep your guests warm with the offer of hot drinks, blankets and fire pits – why not toast marshmallows?


Make sure toiletries are stocked up for all eventualities! Before the party, bathrooms should have ample supplies of toilet rolls, towels and hand sanitiser. It’s a good idea too to have insect repellent and citronella candles to hand.


Work with your neighbours to make sure there’s enough parking for your guests. Create maps to send out and have someone available to help direct cars.

Avoid people serving

After the party, the hosts and guests commented that the staff working the party had felt more like friends and family rather than waiting staff. Our top tip is therefore to make sure any companies you work with have a similar ethos to you and share your vision for your party.

Rusic-chic accomodation

Don’t say goodbye to friends off to the hotel. Keep friends and family onsite and extend the party. Providing your own accommodation allows people who live further afield to stay. Why not create your own glamping village? Work with a Tipi company to find the perfect spot. We set tipis up in a circle, with bunting to help give the space an intimate feel.

Our top tips for you to organise the perfect rustic-chic party. While these top tips are a compilation of years of experience – everyone was included in this 40th birthday party. Our clients didn’t know how on earth they could’ve done it without Warwick Events. If it seems too much to handle and you’d like to spend the time enjoying your party rather than organising it, why not get in touch with us. We can arrange the perfect celebration for you, organise all your suppliers and have a party you and your guests are raving about for months to come.

Recreate the rustic-chic party look with our suppliers

Invitations and envelopes designed by Warwick Events
Printing by Prontaprint, envelopes from Eco Craft
Canopies by Bespoke Tents
Furniture and props hired from Rustic Hire
Milk churn flowers from The Orangery
Plants from the National Herb Centre
Pom poms from Deco Pompoms
Tipi by Events under Canvas
Catering by Ian Brodie Catering
Popup gin and tonic and cocktail and mocktail bars from Liquid Spirit Events
Sweet Tones band booked through Crystal Productions
Dance letters hire from Light My Hire
Photos by Sally Crane
Photo booth from Planet Booths
Drone footage by adventure_tphotography
Cake by Sarah Edwards Cakes and styled by Warwick Events
Cheese boards from Hamm Tun Deli
Glamping tents by Beautiful Bell Tents and Boho Belle Tents
Ice-cream from Napton Water Buffalo
Rounders set client’s own
All other event details created or supplied by Warwick Events

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The work and creativity undertaken by Warwick Events exceeded expectations. Such a fabulous idea so well executed. The resulting engagement from the event was also fantastic providing an unexpected return on the event.

Dr Jackie Mulligan
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Our lockdown pass the parcel challenge exceeded expectations

The work & creativity by Warwick Events exceeded expectations. A fabulous idea so well executed. The resulting engagement was also fantastic, an unexpected return.

I am writing to say a huge, albeit belated, thank you for all your hard work, energy and enthusiasm in the planning, implementation and overall organisation of Emlyn’s party. You were a fantastic asset to us, and gave us just what we were looking for in terms of adding inspiration to our initial ideas and enabling us to pull together the whole party. Thank you. I will never forget walking into the barn at 6.30pm on the Saturday and going ‘wow’ – it looked fantastic! Thank you. 

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Hard work, energy and enthusiasm; Thank you from Sarah

We love hearing from our clients after the event. Read Sarah’s review for Emlyn’s 40th birthday.

Like the sound of our creativity and ethos? Well, let's start chatting. You can message here. Send us an email. Or go 'old school' and give us a call.


Warwick Events Ltd, 13 John Street, Stratford-upon-Avon, CV37 6UB, England


+ 44 (0) 1789 50 80 70

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