How to plan your holiday party!

Did you realize the Christmas holiday will be here in less than 2 months?!  Have you started your planning!! So much to do . . . . .

One activity that is almost always a highlight of the year, is the annual holiday party.  This is an event where staff members can be together and celebrate the year gone by, look forward to the year ahead and socialize with each other in a festive atmosphere.  A time for employees to bring their significant other to an event where they can get to know the people with whom their special someone works!

Have you started planning this event?  If not, get a date on the calendar soon!  If there aren’t any more December dates available, hold your party in January – as a great way to kick off the new year!  Often times, venues and other providers will have better prices as January is an “off-season” month for parties!  Also, keep in mind that holiday parties don’t need to be held on a Friday or Saturday!  Thursday nights are popular and can be less expensive!

Here are a few ideas and trends for a festive and fun this holiday season:

Host a small-scale function -- host intimate meal/parties, by department.  This can save money overall and the intimacy in a smaller group setting can be more meaningful.

Full-Service Event Venue – while hosting the event at an off-site and unique location can make for a fun setting, it also can require you to bring everything in – food, rentals, etc.  Opting for full-service venues where china, silverware, glassware, linens, set up, breakdown, food and beverages are all provided on-site can actually be a cheaper option!

Decorations – One event designer in Boston has said that the rich, deep shades of red will be big this holiday season, and touches of sparkle will stay strong.  Also trending this year is emerald green, Pantone’s 2013 color of the year!  You can also opt for a subtler color palette, mixing silvers and whites with shades of grey for a cool, wintery look.  Some companies look to include room for lighting and rentals once again, but when it comes to tabletop centerpieces, hosts are looking for simple floral arrangements or lots and lots of candlelight.  Many clients are choosing lighting over flowers as it can create more of an ambiance versus a big flower arrangement.  Some clients just want simple—greenery and potted plants with twinkle lights    In addition to candles and programmable lighting, one of the easiest ways to transform a room and make a statement this upcoming season is linens, as companies expand their inventory of patterned and sequined options!

Taste-Centered – This year’s focus is on nicely presented and tasty food!  Try serving heavy hors d'oeuvres or tasting stations such as a macaroni and cheese bar or a potato bar, a burger and chicken slider station. Work one-on-one with the chef(s) to develop a custom menu that emphasizes fresh, locally sourced, and seasonal fare.  With stations, people will be encouraged to move around and mingle with each other in this kind of setting.  Guests don’t want to sit down the entire evening for a banquet-type dinner!  They want to move!  You can also include more free-flowing seating -- more dynamic and better for interaction. A ­less-structured mix of conversational settings—such as high-tops, tables in various sizes, and lounge areas with a cozy feel—encourage ­interaction and make the most of available space.  Also, guests like to see a chef creating a little masterpiece just for them. Use small plates and then everything is more interactive and focused on presentation!  A New York-based company passes out tasting plates from trays strapped on a roving server -- wearing “walking” mac ‘n’ cheese stations that allowed guests to grab an individual serving of the cheesy comfort food, then choose from D.I.Y. toppings, including jalapeños, bacon, and fried chicken, right on the spot!   For dessert – an economical option can to be offer your attendees a boxed dessert and to-go coffee in branded cups at the end of the night.  Takeaway desserts can also be creatively worked into tablescapes as a design element to liven up tables and save on the decor budget.   Other than the popular option of cupcakes, expect to see whoopie pies, macaroons, gourmet marshmallows, doughnuts, pie slices, or berry crumbles in portable containers!  Full open bars are being replaced with beer and wine and one or two signature cocktails, which can save on cost as well as possibly limit the amount of alcohol your attendees drink. 

Interactive Activities -- The trend is shifting away from the drunken holiday parties and more toward parties that are structured around team-building yet still very entertaining. Murder Mystery dinners is an example of a great team-building activity for a party!  Also, providing rolling entertainment such as strolling magicians to entertain guests during the evening would be a great addition!  There are also companies that provide live statues – they can come to life at the most unexpected times!  Have a photo booth! 

Time of Day – Because an evening activity can cost more and often lead to more drinking, hosting a holiday party during lunch hour is still an effective way to celebrate with employees, improve outlook, while staying within budget and omitting the alcohol.  This would work great for a department party, or event for the entire company. Bring in someone who can teach a class like a mixology class, cooking classes, etc.  A lunchtime or afternoon event will allow your staff to have some fun and be working on team-building as well!  The only drawback is that spouses and/or significant others may not be able to attend the event.

Don’t forget to send holiday cards to your clients and staff – a way to show goodwill to all (and a good PR move!), and so they know they are appreciated!  While e-cards may be easier to send, try to avoid that form a communication for holiday cards!  If you are so inclined, get your cards from a charitable cause you support to show its mission and work.

As always, the holidays is a time of giving to those less fortunate.  Having a way to Give Back to the community is always a plus.  If your budget is tight and you aren’t able to give employee bonuses to your staff, show your appreciation of them by donating to a local food bank.  You could also place a container at the entrance of your venue for employees to drop off items for those who are in need --such as non-perishable food items and/or toys for children.  Send the message that you are thinking of others and remembering what’s important about the holidays. 

The focus of your holiday party for your employees tends to now be centered around the goodwill of those with whom you work and those around you.  Quality food, unique venue, special entertainment or an element of surprise outweighs spending a lot of money! 

For more information about planning and coordinating your next event, please contact Lexi Schafer, owner of Events by Lexi.  410-978-2048; www.eventsbylexi.com.