Kentucky Derby Party Planning: Seating, Hats, Julep Bar

The Kentucky Derby is a short race. The race itself lasts about two minutes. The party around it is what people come for: the hats, the drinks, the picking of horses and the shouting at a TV. In Chicago, the first Saturday in May is the first weekend when a backyard or patio party feels possible. It is also a weekend when a sunny 70 degrees can turn into a 48-degree lake breeze in an hour.

This guide covers how to lay out the party, what to rent and what to do about the weather.

Plan the party around four zones

Most Derby parties run 3 to 4 hours, starting well before the race so people can arrive, eat and make their picks. Think of the space in four zones.

Viewing area. Seat about two thirds of your guests. People stand to cheer, but they sit for the 30 minutes before the race. For 30 guests, that is about 20 chairs. Put the screen at one end, angled away from the sun, since glare washes out a TV by late afternoon. If you need to rent a screen or speaker, look at AV and sound rentals.

Eating tables. Derby food is easy to eat with one hand, such as pimento cheese, ham biscuits, deviled eggs and fruit. A few 30-inch cocktail tables and a couple of 6-foot tables beat a seated dinner. Our guide to how much food per person helps you size the spread.

The hat and photo spot

Hats are half the fun. Set up a small area near the entrance so guests walk right into it.

• A table with a mirror, a few extra hats, pins and ribbon for people who forgot theirs
• A backdrop or a wall of greenery with a roses theme (roses are the traditional Derby flower)
• A basket of paper fans and a prize for best hat, judged by a guest who did not enter

Hats and wind are a bad mix. On a breezy Chicago day, have hat pins or a few clips handy. If you want a backdrop that holds up outside, see our photo backdrop ideas.

The mint julep bar

A mint julep is bourbon, sugar, fresh mint and crushed ice, usually in a metal cup that frosts on the outside. It is easy to batch and slow to make one at a time, so set up a station.

1. Mix the mint and sugar syrup the day before.
2. Keep bourbon, syrup, mint and a big tub of crushed ice at the bar.
3. Offer a non-alcoholic version with lemonade and mint. Some guests will want it, and kids and drivers need something good to hold.

You will want glassware or cups for every drink. Plan on guests using 2 to 3 cups each over a long afternoon, and rent more than you think. A glassware rental order covers highball glasses and rocks glasses if you do not have julep cups.

If you are serving alcohol at home, read our short guide to Illinois alcohol rules for private events.

A betting game that stays a game

Picking a horse is part of the day, and you can do it without real money.

• Write the horses and their numbers on a poster board or a dry-erase easel
• Give each guest the same amount of play money, or play for bragging rights
• Have each guest draw a horse from a hat, or pick one and write their name next to it
• Give a small prize to the winner, such as a bottle or a basket of snacks

Keep it for fun. Rules about real-money wagering vary, so do not run a pool for cash unless you have checked. Our games and kids rentals page has tabletop games that fit the mood.

Early May weather in Chicago

Early May is a gamble. It can be 75 and sunny or 45 with a north wind off the lake. The same afternoon can swing 20 degrees. If you want to read more, our guide to outdoor events in Chicago in May covers it.

Plan for both:

• A tent or canopy over the viewing area. It blocks sun glare on the TV and keeps off a spring shower. See what size tent you need.
• A heater for after sunset or a cold afternoon. See patio heaters: how many per guests.
• A backup room. If the weather turns, have a plan to move the TV and chairs inside. Our outdoor weather plan download helps you decide ahead of time.

What most hosts find out too late

• The race is early evening in Kentucky. The Derby's post time is in the evening Eastern time, which is late afternoon in Chicago. Check the schedule for the day and start the food before the undercard races, not at post time.
• Rental companies get busy in early May. Graduation parties, Cinco de Mayo, first communions and Mother's Day all land in the same few weeks. Tables and chairs for a Saturday go first. Check availability early.
• Chairs sink in soft spring grass. After April rain, lawns are wet. If your viewing area is on grass, ask about flooring or put the chairs on a patio or a deck. See chairs on grass.
• A TV outside needs power. Plan an outdoor-rated extension cord run, and keep it off the path. See outdoor extension cord safety.

A simple order for the afternoon

Book the rentals for your Derby day

Chairs, tables, a tent, a heater and glassware all come in one order. Book a free 15-minute planning call and we will help you count what you need, or get a quote with your guest count and date. We check the date with the rental companies for you.