Whether exchanging gifts or sipping seasonal beverages, there’s something special about a holiday party. After all, people seem to be a bit happier during the holidays, whether it’s the food, scenery or overall sense of connection.
And believe it or not, the key to a memorable holiday party lies almost entirely in the planning. By completing some research ahead of time, effectively managing the logistics and paying special attention to the setup, your guests are practically guaranteed to feel the holiday spirit.
Holiday Party Planning – Research
Hosting the perfect party starts well before the very first guest arrives. Carve out some time to sit down, consult a calendar and start some initial Google searches.
Select a Date and Time
Before you dive in, you’ll need to narrow down the ideal date and time. After all, it’s no fun to plan an entire party only to realize there’s a major scheduling conflict.
Sit down with your day planner or calendar app to explore upcoming dates. You may also want to check in with any key guests to ensure they’re also available before you officially choose.
While Fridays and Saturdays tend to be preferable, certain events will work fine on a weekday or night. Consider your crowd as well as the tone of your event to determine the best course of action.
Decide on a Theme
In the same vein, you’ll need to determine the party’s theme. For example, do you want to host a fun and festive Grinch-mas party? Or perhaps a sophisticated wine and charcuterie night is more your speed.
Whatever the case, decide early on in the process. The theme will be integral when it comes to the invitations, decor and menu.
Plan Your Guest List
What’s a party without guests? Make a few different lists of potential invitees:
- The A-List: Close friends and family that you can’t imagine not inviting.
- The B-List: Additional friends and extended family you’d like to have there.
- The C-List: Distant friends and relatives you’d like to invite if other guests are unable to make it.
You can refine later based on budget and venue but, for now, master lists will do.
Build a Budget
Speaking of budget, spending wisely will be key. Holiday party planning can quickly become expensive and, if you’re not careful, could seriously cut into your gift budget!
While you can certainly choose an arbitrary number and work to stay below it, it helps to have some real-world context. Call local party rental companies, caterers and DJs to get quotes and shop around. Then, structure them as a range and consult your finances. How much can you actually afford to spend on this party? Decide on a number and stick to it!
Holiday Party Planning – Logistics
Once you’ve done your homework, it’s time to coordinate the actual event.
Find a Venue
Are you hosting at home or renting a space? Either way, ensure there is adequate sitting and standing room, functioning restrooms and plenty of shade or warmth, depending on your location.
All-inclusive venues, which typically come with catering, tables, chairs, linens and more, tend to be the most convenient. Venues that allow you to bring in food and drink will often be more affordable, though. Whatever your preference, ensure your guests know exactly where they should go when the day arrives.
Collect RSVPs
Continually check in on RSVPs and follow up with any outstanding invitees. You can then use this list to plan seating arrangements or to create a Secret Santa name draw.
Plan for Food and Drink
A party without food is just a meeting! To host the most, you’ll need to have plenty of food and drink on hand.
Whether you’re hiring a caterer, hosting a potluck or cooking everything yourself, always provide more than you think you’ll need. After all, running out of food is the worst-case scenario, and who doesn’t like leftovers?
While you’re at it, you should also make a point to ask guests about any potential food allergies or dietary restrictions they may have. Providing alternative options, even if just for one person, is a great show of kindness.
Speak to Your Neighbors
Before guests arrive, speak with any neighbors who may be impacted. Provide some key information, including:
- Times guests are expected to arrive and leave
- Parking plans
- Expected noise level
- Your contact information for problem resolution
While it may not prevent noise complaints entirely, it can go a long way in easing tensions and setting reasonable expectations.
Holiday Party Planning – Setup
With the heavy lifting out of the way, all you have left is the setup!
Decorate the Space
Of course, you’ll need to set the scene. Choose decorative items according to the theme and formality of your event. This might include:
- Blue and white dinnerware, chocolate coins and a menorah for a Hanukkah party
- Garland, lights and tree ornaments for a cozy Christmas party
- A beautiful kinara and unity cup, plus decorative accents in red, green and black, for a Kwanzaa party
- Plenty of silver and gold glitter for a New Year’s Eve party
Just be sure to put up any decorations safely and carefully.
Queue the Music
Whether you’re hiring a DJ or band, be sure to communicate the kind of music you and your guests would like to hear. This could range from Christmas classics to pop to heavy metal!
If, on the other hand, you’re relying on something like Spotify, you’ll have much more control. Queue up some festive songs before guests arrive or throw on one of the platform’s pre-made holiday playlists.
Enjoy!
Don’t forget to eat, drink and be merry while you’re hosting. Prioritize connecting with guests and soaking up the holiday season while you can! And maybe don’t worry about those dishes until the morning…
Holiday Party Planning: Get in the Spirit
The best holiday parties are nothing short of magic. Simply complete some research ahead of time, effectively manage those pesky logistics and pay special attention to the setup for an event to remember. And, while you’re at it, it’s never too early to start planning for next year!
Published on December 12, 2022
