Miami!!! (Katrina's Version)
Florida is one hell of a drug
Our long weekend in south Florida was by far the highlight of my year! I am so fortunate to have the best friends and family in the world, and some of my dearest friends really rallied and made my 30th birthday so special!
I spent a lot of time over the past year and a half planning this trip so it would run as smoothly as possible. Curating a vibe that would maximize everyone’s enjoyment was my priority. Now that it’s over, I want to share some of the details that I had fun creating and that, in my humble opinion, made a big difference with the success of the weekend.
While this was for my 30th birthday party, I think I used the same party planning toolbox that would come in handy with planning any group trip from bachelorette parties to family reunions.
1. Shared Google Sheet
We used a Google Sheet to plan and organize. This is where I would put in updates and test out different scenarios. The link was pinned in our group chat!
The payments tab was particularly helpful for me because 8 of the Eras Tour tickets were on my credit card months before anyone paid me for them.
When we initially booked the AirBNB an initial payment of $1,772.95 was due. We knew 8 of us that were going to be on the trip for sure, but did not have the rest lined up yet. We were able to split this first charge 8 ways and track how much was paid. By the time the final charge hit my card months later, we could calculate the difference the OG8 owed (less than $32 each), and I didn’t have to float the cost of the AirBNB like I did the concert tickets.
Some friends and I arranged “payment plans” where she would send me $100.00 a month until it was all covered. This gave us a shared place to track it where we were both comfortable with the remaining balance.
2. Group Chat(s)
Our primary group is still pinned in my iMessage app because I’m not ready for it to be over. 💔
The schtick with this group chat was that we would not add anyone until they were confirmed joining us on the trip. I would add them with a “fun” announcement poem and then share their contact card. I would then send all of the contacts for the people in the group individually to the recent add. It’s so much easier to do “add to contacts,” than putting names in and then finding that phone number and creating a contact….
I also created various smaller group chats to help people coordinate reservations and plans. For instance, on Friday night I was going to be at the concert, but several friends would be in town already. So I made them a group chat so they could coordinate their dinner plans!
3. Set Expectations
We had a video call with the group, and it was trés awkward. 111% recommend doing an icebreaker if you do one with an intersection of friend groups.
In the last month I maintained a slide deck with our weekend plans. This format helped me personally grasp the weekend and plan out meals/grocery orders, etc. Earlier versions included “action item” slides at the end of each day with what remained to be done. Here’s the final version we had.
This was our final itinerary. It was pinned in the group message as well as printed out and placed in each guest’s welcome bag. I placed extras in public spaces for references as well.
4. Bed Assignments
So it became clear that with 15 people, many of whom were strangers, under one roof, and all but one sharing a bed, it would be best to pre-plan who’d sleep where.
It was stressful but fun coming up with room assignments. This is when my curator of vibes crown felt heaviest. I’d imagine this is what couples feel when making seating assignments for their weddings. I tried to think of who’d gel well, and honestly it’s really easy when all of your friends are cool, fun, chill, and friendly. Not a high-maintenance gal or liability among them.
I tried to make it fun and created these door signs like Camp Counselors and RAs do. Keeping on theme, they are all frames from bedroom scenes in Taylor Swift music videos, and include lyrics from the corresponding era. These were on the doors so people knew where to go and when.
I did make one mistake in this department that is one of my few regrets. AirBNB doesn’t provide blueprints for their properties, so I did not know where each room would be located before hand. Upon arrival, I felt very confident about which 4 person group I wanted in which room, but I allowed myself to be persuaded by/people please another early attendant’s opinion (she was not in either room) and I do think it lead to a slight segregation of friend groups that bummed me out. But at least everyone got along with their roommates - I think. In the end, no one shared a bed with a stranger!
Another advantage of assigning beds in advance
is that it allowed me a natural opportunity to text each guest individually in the week leading up to the trip. I felt out their feelings on their room assignments and wanted to make sure no one was uncomfortable. In a few cases this did switch up the room assignments.
More importantly it allowed me to ask people individually for food/snack/drink preferences and dietary restrictions. I thought it would be an easier way to make sure I got snacks and drinks people would actually want. And the pressure to answer in a group message is always awkward af.
It was also nice to have a little rapport with each friend leading up to the trip, and to get excited together!
5. Rental Car!!!
Okay so this did not turn out to be the crazy deal I thought it was when I booked (freaking liability insurance), but I’m so glad we did this! The cost of the car was still less than what we would have paid in delivery fees, tips, and ubers without it.
It was nice to have a car if people needed an escape, wanted to explore the town or grab a special meal. It also came in handy for grocery shopping, quick errands, and airport runs!
The biggest bonus turned out to be the Eras Tour situation! Ubering to/from Hard Rock Stadium is INSANITY. So we were able to do Park n Ride or buy parking passes for our shows and save time and money! After Friday’s concert we drove through McDonalds (exchanged friendship bracelets with the cashier) and then scooped Emily from FLL from her late night flight!
6. Food Orders and Alcohol Runs
Publix has a great feature where you can order for pickup and it’s powered by InstaCart. As an InstaCart member, it was music to my ears. I placed an order for pickup on our arrival day for all the essentials as far as food, beer, Prosecco, and paper products go.
In advance of going down there, I browsed the various liquor stores and their prices. I found that Total Wine and More had the best prices for my personal tequila and vodka preferences so that’s where we went. When the handle of Patron rung up as $69, it took all of Papa Peed’s self-control not to go back and buy them out and fly the bottles back to Atlanta in his golf bag.
Stocking up on food came in handy because no one would ever go hungry, thirsty, or hungover in our AirBNB! We got plenty of snacks and the fixings to make breakfast every morning. The bruschetta was A HIT poolside and our only regret was not making two or three times as much!
We had plans for a grill out day, but unfortunately both propane tanks were empty and I just did not have it in me to go to Home Depot and replace one even though the AirBNB hosts said they’d reimburse me for it.
7. Goodie Bags & Welcome Gifts
I decorated white paper bags with each friend’s name and stickers! Then inside the bag was a print out of the itinerary, and a few homemade gifts! Their bag was waiting for them on their bed when they arrived to the AirBNB.
I decorated picture frames for all my friends to be a souvenir for the trip. It was cheaper to buy black frames and gold spray paint than it was to purchase gold frames. While I was very frustrated with the flaking paint, I also think it has a better effect than a plain gold frame would be.
I then glued “friendship bracelet” beads to the frames in various Taylor Swift lyrics. The final step was an resin sealant spray. When my friends received their frames I had a sticker (I’d made) on each one thanking them for being a friend. You didn’t really think I could have a girls’ weekend in Miami without a Golden Girls reference did you?
Once I was back in New York I printed photos at CVS from the weekend and mailed them to each friend for their frame along with a (of course themed) thank you note. It felt good to remind myself of the special memories I made with each friend that weekend.
I also made each friend two personalized friendship bracelets. One with the skinny glass beads that said “MIAMI ERA” and one with large glass beads and their nickname. (I made another like 170 Taylor Swift friendship bracelets that I laid out for everyone to take to the concerts and trade.)
8. Extras
Crafting has long been one of my self-soothing tools, so you know I love making friendship bracelets! I wound up making over 150 Taylor Swift friendship bracelets this go round, and of the utmost quality if I may toot my own horn. (I didn’t get as creative with designs as I would have liked, but not a clay bead was used.)
There was also a chance of rain all weekend, and Friday and Sunday’s concerts became “rain shows.” I had planned to order ponchos for everyone, but our friend Amanda was gracious enough to be our official poncho sponsor and bought like 40 disposable ponchos for the group!
Painters tape & sharpies
were the two supplies I brought with me! Paint tape for the door signs and MULTIPLE sharpies for the solo cups and water bottles. This really cut down on the half empty drinks you normally find left around on trips like these.
9. The BEST friends in the whole world
No amount of “curating” can guarantee a perfect weekend.
I am truly and unironically #blessed to have the friendships I do.
I may have cultivated the positive energy and smooth flow with my whole heart, but it is Rachel, Alice, Belinda, Haley, Alica, Rebecca, Elizabeth, Emily, Madura, Ben, Zainab, Ana, my parents, and my brother who brought the love, laughs, and made the memories I’ll cherish for the next 30 years.
My friends surprised me with the decorations, birthday cake, sashes, and RAZZLES. I felt so spoiled and loved; it was absolutely ridiculous!
My friend Madura surprised me with my first ever Cameo video from our beloved Jose Lopez. He’s an England based, Colombian rapper beloved by us for his part in 90 Day Fiancé UK season 2.
My friends Ana and Emily organized a McDonalds delivery for after the club. I am not exaggerating when I tell you the life-saving power of a McChicken at 5AM.
I love details and planning, (if you’ve read this far, I’m sure you understand), but being taken care of in these ways meant the world to me!
Rachel found out R House is the drag brunch to go to in the city, and made us a front row reservation! Then she rallied while she was coming down with a bad cold and hit the club, drag brunch, AND Eras Tour in less than 24 hours!!!
Alice freaking Suh was the MVP and flew in on Thursday at the ass-crack of dawn and out late Monday night so she could spend the entire weekend with me. She spent time with me, helped with all the grocery and alcohol errands, set up the AirBNB with me, took care of me at the club and stayed out into the wee morning, and busted her ass cleaning the AirBNB on Monday before check out.
If I’m responsible for planning the weekend, Alice is responsible for the execution!
My friend Emily, a new mom to the most beautiful girl in the world, took the weekend to celebrate with me. She rallied through the late nights and early brunches! She even surprised me with a special “In My 30s Era” t-shirt, Razzles, and supplied the group with the cutest Swiftie Birthday tattoos.
Amanda and Samantha helped me with the come down of the best weekend ever, and had balloons, chocolate covered strawberries, and cupcakes delivered to my Brooklyn apartment the morning after I got back!
My friend Will wasn’t able to join us in Miami, (he was hella cool and went to the last London show), but he surprised me with a delivery of MY NEW FAVORITE champaign to the AirBNB on party day!
And of course we all know Belinda is just the most incredible human ever right?! She made me feel so special and loved and made everything just so much fun! I have to imagine she’s the one I can thank for keeping my yellow birthday cake tradition alive!
I have this thing where I make myself a bright yellow birthday cake every year. I contemplated getting the fixings and making it happen in Miami, but I knew I wouldn’t have the time or supplies that would satisfy me. Well sweet B came through, AND continued the trend of the yellow cake getting better looking each year! (Next year I may have to switch to another color because I won’t be able to top Publix.)
The items I had printed for Miami, I ordered to a local CVS photo print. They all came out blurred which pissed me off (especially since I had ordered them as just color prints) but whatever.
Hyperfixation du jour: Venmo Groups
FORGET Splitwise, Venmo Groups is where it’s at! This makes group trips and roommate expenses SO SIMPLE!