Holiday Party Planning Tips

Plan Early
The rule of thumb in the event industry holds that the smart planners have their holiday parties booked and planned by Labor Day. Yeah, sure, it may seem odd to think about planning a winter event while you’re still wearing summer clothes, but if it makes you feel any better, many of the larger holiday events are planned even earlier in the year.

Why? For starters, if you’re thinking of hosting your party outside of your home, the earlier you book a location, the better your choice of dates. Let’s face it: you’ve really got a short window here. Nobody’s around from the December 22nd through New Year’s, and generally Thursdays, Fridays and Saturdays are most desirable, so we’re really only talking about six to nine choice dates. And they’re on a first come, first served basis.

Even if the party’s at your place, it pays to lock in the caterer, rental company, and so on as early as possible, since many of them will only do a certain number of events per night. In addition, by planning early, you force your friends to work their social calendar around your party, not the other way around.

Location, Location, Location

Instead of gathering guests in a confined space, consider taking your group to a Broadway show, with a treat to follow. A modest donation to one of the designated actors’ charities can usually guarantee a personal appearance at a dessert reception afterwards. The Nederlander and Schubert organizations control most of the theaters, so two quick calls will tell you which new shows will be in previews in December, and which newly opened shows have group availability. Certainly the same could be arranged with some of the smaller local theaters; you could even buy out an entire performance and have an after party on the stage! Invitations in the form of Playbills or theater tickets are an added touch.

Food For Thought

How great are those mini rolled up hot towels served at Japanese restaurants, and in first class on airplanes? Why not have them butlered upon arrival at your holiday fete and make a wonderful first impression?

If you’re hosting an at-home event and are serving a buffet, you can create a professional, multi-tiered effect by simply putting some milk crates, boxes, blocks of wood, or anything else sturdy on your table every few feet and loosely draping linen over them. Don’t make it too neat; let the fabric puddle at the bottom a bit. And don’t make the tiers too high either; people need to be able to serve themselves without craning their necks. Then place your serving dishes on the different levels you’ve created. Nestle votive candles and holly sprigs in the wrinkles of the linen, and you’ve got a professional looking buffet.

Nothing excites the senses like an enticing aroma emanating from the kitchen. To create this effect, try serving hot mulled cider directly from a large pot on your stove, with cinnamon sticks floating in it. Yes, in the kitchen, with all the chaos; guests love getting a peek behind the scenes where the action is.

I still haven't figured out why Martini glasses are used to hold beverages. It takes incredible concentration to avoid spilling when walking, and that’s when you’re sober! But they are cool looking and should be used for something else. Trends we’ve seen include mashed potato martinis (a scoop of mashed potato with several different sauces and toppings), and make-your-own-sundae bars (scoop of ice cream or frozen yogurt with, well, use your imagination).

For another dessert idea, try butlering mini-Smores: graham crackers with toasted marshmallows and pieces of chocolate. They can be a tad messy, so you might want to pass those hot towelettes again.

A Flair For The Dramatic

Want to really make your party stand out? Invite an author to read a passage from his or her new book. Whether it’s around your fireplace, with people standing and sitting informally, or in between courses at a restaurant or catering facility, it’s easier than you think. The key is understanding your party’s demographics. Contact literary agents or book publishers and tell them how many guests will be attending your function, what their average ages and backgrounds are, and don’t forget to mention how frequently you all talk about books at your parties and how influential your guests are! In addition, many large book stores stage readings on a regular basis. Just pick up a flyer listing upcoming readings to see who’s actively promoting their new book, and scan for one that might be a good fit for your group.

The only catch is they’ll want to sell some books afterwards, but your guests will love the experience so much that most of them will line up to buy the books after the reading, especially when the author personally autographs them.

Another dramatic idea is to have an unannounced operatic vignette performed during your party. We once hired a quartet of young opera singers who mingled among the crowd as guests during the party. One ‘accidentally’ spilled a drink on another, which prompted a heated argument that suddenly changed from English to Italian opera. Then, from a corner of the room a tenor answered, followed shortly by a soprano from amidst the crowd. The four of them acted out an easy-to-follow scene of jealousy and betrayal. The whole thing only lasted 10 minutes, but the impact lasted the whole party, and was talked about for months after.

Décor That Won't Bore

Almost every home has a large TV, taking up space in one or more of its rooms. Rather than have this big black box be an eyesore, turn it into a conversation piece by playing a holiday themed movie with the sound muted. Make sure to pick one from at least 20 years ago, one that everyone’s seen, evoking that warm, nostalgic holiday feeling with just a brief glance. Two classics are How the Grinch Stole Christmas and It’s A Wonderful Life. Want to get really creative? Hang an empty picture frame from the ceiling in front of the TV, giving it a funky gallery style feel.

Another event planner’s trick is to highlight architectural features such as columns and woodwork with colored lights, which adds tremendous depth and drama to a room. You can do this at home by up lighting your fireplace mantle with a small pin spot on the bottom of each side, pointing upward. Use colored gels across the top of the light fixture for added punch; ambers and golds usually work best and give a warm glow. For optimal results, you can hire a professional event lighting designer, though a theatrical supply store will rent you the necessary equipment if you want to do it yourself.

If you’re having assigned seating, try using snow globes as place cards. They now make one's with slits in the center for photographs, but you could just as easily insert your guests’ names.

And these match well with another fun idea: live fish in fishbowls or vases as table centerpieces. Fill the bottoms with vibrant colors of gravel, surround them with votive candles, which reflect off the glass and water, and you’ve got a real conversation piece. At the end of the party guests can take the fish home; just make sure they’re also given enough fish food to last them until they can make it to the pet store.

Remember, the rule is, there are no rules. If we all aspired to be Emily Post, there would be a lot of boring parties. Be creative and, above all, plan early, and you’re event will be a success.

 

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