How to Host the Ultimate Kentucky Derby Party (Tulsa Style!)
Welcome to my annual Kentucky Derby extravaganza! As a lifelong horse lover and May baby, hosting this event is one of my favorite traditions. Not only does it fall right around my birthday and Cinco de Mayo, but it brings together so many of my passions — horses, food, fashion, laughter, and gathering people on my acreage for a day full of memories. The Kentucky Derby is often called “the greatest two minutes in sports,” but for me, it’s also my favorite day of the year. It’s the perfect excuse to throw a fabulous bash with all of my favorite people!
This year’s party was one for the books, and I’m thrilled to share all the juicy details so you can plan your own unforgettable Derby celebration. From delicious food to fabulous outfits, and even our very own horse greeting guests, this event was sure to make guests smile!
The Inspiration Behind the Tradition
I started hosting this Kentucky Derby party several years ago as a way to celebrate my birthday with friends and family in a unique, meaningful way. The Derby’s charm — from mint juleps and fancy hats to southern-style food and horse-themed games — was a perfect fit.
What began as a casual gathering has grown into a highly anticipated annual event where guests dress up, bet on horses, enjoy good food, and truly get into the spirit of the Derby. Each year, I refine and elevate the experience, and this year we added some special new touches that guests loved.
Save the Date: How I Invite Guests
This year, I designed a super cute custom invitation with my marketing team, highlighting all the key details in true Southern style. I sent out “Save the Date” cards a month in advance via mail, and followed those up with a formal invitation. I believe it is exciting to receive something in the mail other than just bills and spam. We opted for a custom “Lazy J Ranch” wax seal to top the invite off in a deep red color to match the “Run for the Roses” theme. I ordered the custom wax seal from Custom Seal. I also sent the invite out via text, since our mail system hasn’t been the most reliable over the recent years. It turns out that it is a good thing I did this, as two of my guests never received their invites!
Pro tip: Sending invitations early is a must — especially around May when graduations and spring events stack up. I also included a helpful reminder a few days before the party so everyone remembered to dress up, bring cash for betting, and come hungry!
Planning & Prep
When it comes to organizing an event of this scale, I lean heavily on tools like Todoist and Google Sheets. Todoist helps me keep my running to-do list organized, while Google Sheets & Google Forms tracks RSVP counts, parking logistics, grocery lists, and vendor info.
This year’s upgrades included:
- Hiring a security guard/valet to help with parking (thanks to my gravel driveway & lots of wet grass due to record rain in April!)
- Renting white party tables, linens, and chairs for extra seating
- A printable betting station
- Coordinating themed cups, plates, and napkins via Amazon
- Making sure every guest had a view of the TV for race time
- Catering by Bourbon Street Cafe
The Planning Process: Start Early, Stay Sane
Pinterest is my secret weapon. I’ve curated a Kentucky Derby Board filled with inspiration for food, decor, outfits, and games. Once I’ve pinned my heart out, the real planning begins:
- Schedule Your Pros: Bartenders, caterers, parking/security help, servers—book them first! I always start here so I’m not scrambling later.
- Reserve Rentals: Tables, chairs, linens—you name it. I use Abco Party Rentals and Party Perfect in Tulsa. Pro tip: if you’ve got a truck (hello, farm life), pick up your items yourself and save on delivery fees. Delivery with each company is now averaging $175 for pickup and drop off when 20 miles away like I am.
- Build the Guest List: Get your core list down and then rank by who’s most likely to show up. This helps with parking logistics and food estimates.
- Create the Invitations: I go all out here: save-the-dates, formal invites, wax seals with my Lazy J Ranch logo, and handwritten notes. QR codes link to RSVP forms and even a Pinterest board for outfit inspiration. Canva is a great tool to use and it’s free if you want to create your own invites.
- Order Party Goods Early: Amazon becomes your best friend. Order in advance to avoid those last-minute panics when stock runs out.
- Plan Your Outfit: Big hat, bright dress, done. It’s one thing off your plate and adds to the Derby aesthetic. Amazon has the cutest hats for low price, while ½ of ½ (Name Brand Clothing) in Tulsa is my go to for event outfits! I scored this floral outfit for just $25.
- Layout and Flow: I visualize the space—where people will eat, drink, mingle. This helps with traffic flow and keeps guests comfortable and engaged.
- Start Setting Up Early: Two weeks before the event, I start staging items in my garage. This way, nothing is forgotten, and I can enjoy the setup process.
- Make Your Lists: I use Todoist and a Google Drive spreadsheet with tabs for everything: guest list, food, rentals, drinks, decor. It’s Type A heaven.
- Build Your Playlist: My “Derby 2025” playlist starts forming weeks ahead. I have one for daytime mingling and another for the evening dance crowd. I prefer Pandora for my events & listening pleasure.
- Prep Your Venue: Clean house, manicure your lawn, prune roses so they will be popping, etc. Presentation matters!
The Decor: Southern Charm Meets Garden Party
Decor was a big hit this year! I kept the color palette classic: red roses, horse everything, whites, and touches of gold.
Pinterest-worthy party touches included:
- Balloon arches in Derby colors (thanks to my talented friend) *Balloons
- Faux grass photo backdrop with a DIY golden horseshoe *Backdrop inspiration
- Red roses everywhere—real ones from Costco and Whole Foods, faux ones from Amazon *Faux roses, *Faux roses 2
- My horse-themed art and silver serving pieces from my mom added classy, personal touches
- Derby-themed signage (“Talk Derby to Me,” “Hold Your Horses!”)
- A betting booth with printable horse names and ticket slips *Horse Race Cards, *Betting Cards Inspiration
- Derby Banner at gated entry & flag at door *Derby banner
I’ll be adding all of these items to Pinterest with direct links to where I found them — mostly Amazon, Hobby Lobby, and Costco. Stay tuned for a visual shopping list!
Logistics for Hosting at Home:
Living on acreage gives me flexibility, but also adds a few logistical quirks:
- Parking: I hired a security guard or rope off designated areas so no one ends up on a muddy slope.
- Vendors: I sometimes bring in food trucks, bartenders, or live musicians if the guest list is large.
- Weather Plans: Tents, umbrellas, and fans (or heaters!) help us weather whatever Oklahoma throws our way.
The Food: Southern Flavors Galore
No Derby party is complete without some serious Southern-style eats. I wanted everything to be easy to grab and carry with a cocktail in hand, so guests could walk around and enjoy the property. Here’s what was on our menu this year:
Appetizers & Grazing
- Charcuterie grazing cups loaded with: Brie, smoked Gouda, sharp cheddar, prosciutto, salami, grapes, nuts, jams, and crackers *Charcuterie Cups
- Deviled eggs with smoked paprika and chives
- Vegetable platter
- Brown sugar & Rosemary Pecans *Brown Butter Pecans
- Pimento cheese dip with celery and crackers
Main Course
- Pulled pork sliders with tangy BBQ sauce
- Hot Brown Derby Turkey Sliders *Hot Brown Sliders
- Southern-style mac and cheese
- Bourbon Meatballs
- Fresh Watermelon
Desserts
- Derby mini pies *Derby Mini Pies
- Rose vanilla & chocolate cupcakes *Rose Cupcakes
- Coffee with assorted creamers & sweeteners
This year we opted to let Bourbon Street Cafe in Tulsa do the majority of the cooking. For 80 Pulled Pork Sliders, 100 Bourbon Meatballs, 80 Derby Turkey Sliders for 40 people cost with tip came to about $1200.
Sips & Signature Drinks
We kept the beverage station festive and well-stocked! Platinum Events provided a fabulous bartender for the evening, so drinks were simple & available for guests. Cost was 5 hours at a rate of $300 plus tips. Guests loved the:
- Classic Mint Juleps (served in silver tumblers or rented old-fashioned highballs) *Mint Julip Bar, *Mint Julip Recipe
- Vodka & Sweet Tea (served in rented tall glasses)
- Anything Bourbon/Whiskey (I purchased 4 varieties of Bourbon for the event from K8 liquor)
- Makers Mark
- Jim Beam
- Woodford Reserve
- Knob Creek
- Rosé Sangria with strawberries, oranges, and a splash of St. Germain
- High Noons & a variety of seltzers
- Mimosas with floral ice balls *Floral Ice Balls
- Non-alcoholic options: sweet tea, lemonade, and flavored water with citrus slices
I created these adorable stir sticks for the beverages, which I saw on Pinterest. Just a little spray paint to some toy horses, hot glue & plastic sticks add a little something to each cocktail. Plus, fresh mint from the garden was a huge hit! *Horse Straw Inspiration
Entertainment & Experiences
This year, we tried to think of what guests would enjoy entertainment-wise, without breaking the bank or overwhelming them. Here’s what guests enjoyed:
- Live Race Viewing: We had TVs set up under the covered porch & living room with surround sound so guests didn’t miss a second of the action.
- Betting Booth: Guests placed fun bets on their favorite horses using their own money and competed for prizes. Each bet was $5, and they could pick whatever horses they wanted. Jars for each horse were labeled with betting info. We split the winnings using an Excel sheet we created to calculate the winnings according to who bet on the 1st place, 2nd place, & 3rd place horse. Don’t forget a microphone to announce the winners! One of our guests took this over and gained tons of laughs with her humor and announcing skills. *Betting Rules
- My Horse Made an Appearance! Yep, our sweet horse helped greet guests and posed for photos with his very own “Rose Crown”. He was the star of the party & several guests got to feel what it’s like to ride on these amazing 1,200 lb creatures around the property *Horse Crown Flowers
- Barn Games: We offered a pool table, arcade basketball, arcade darts, horseshoes, disc golf, corn hole & croquet for guests to choose and play
- Garden & Property Tours via golf cart: The Best money spent a few years ago was for my 1980s floral golf cart. Guests sure do love loading it full and exploring the property on this.
Kululu app: Cool app that guests can use to share event photos that are then displayed on the Frame TV *Our Kululu Photo Album
Dress Code & Fashion
While I didn’t require hats, I encouraged guests to go all-in on Derby fashion — think sundresses, bow ties, bold prints, and statement headpieces.
The result? A sea of bright colors, fascinators, and Instagram-worthy outfits!
We didn’t do a formal hat contest, but I may add one next year because, honestly, the creativity was incredible.
Hats: *Fascinator Option 1, *Fascinator Option 2, *Fascinator Option 3
Lessons Learned & Pro Tips
- Start planning at least 4–6 weeks in advance
- Rent tables and chairs early
- Send digital invitations AND reminders
- Label food for allergens (we had a gluten-free guest!)
- Have sunscreen and bug spray available outdoors
- Print betting instructions for newcomers
- Don’t forget to assign someone to help with trash cleanup — you’ll thank yourself later
Each year brings a few surprises, like horses being added last-minute to the race (hello, Horse #21), or guests arriving early before you’ve finished your hair. But that’s part of the charm.
Final Thoughts
This party is about more than the race—it’s about joy, color, tradition, and celebrating with people I love. Whether you host five friends or fifty, a Kentucky Derby party can be as heartfelt and fabulous as you want it to be. I’ll be updating this post soon with all the links, photos, and videos from this year’s bash, so stay tuned!
Hosting gives me a chance to bring all my favorite people together—friends from all walks of life becoming one big happy crew. Throw in a little wagering, and you’ve got one of the most fun days of the year ahead of you! I’ve learned, that what people remember is how they felt at your party. They remember the laughter, the hugs, the playlist that got them dancing, the thoughtful touches like handwritten invites and themed decorations.
So, let the countdown to next May begin… and may the best horse win!
Stay tuned for the Pinterest pin board and Amazon list with links to my favorite finds from this year’s party. And please, drop a comment below or send me a pic if you end up throwing a Derby event of your own — I’d LOVE to see it.
Until next year, my friends…
Talk Derby to Me
Tiffany
*Derby Attire Inspiration Board
Food & Drink Presentation:
Decorations:
Extras:
