Holiday Party Planning 101

Hosting a standout holiday party takes a lot of preparation. Setting your budget, choosing a date and creating a guest list are part of the mix. But the menu, party theme, decor and itinerary are equally important. 

“You must pick a venue, and the venue will have a list of rules,” says Toni Garner, owner of Toni’s Flowers and Gifts in Tulsa. “Do they allow outside catering? Do they allow open flames? How will the flow of the party be throughout the whole venue, or throughout the home? Will you have enough room for all the guests? Will the seating be ample?”

Talmadge Powell, founder of the event planning company TPC Studios in Tulsa, continues:  “The devil is in the details. Your invitation is the very first glimpse into your event and should give guests a taste of what is to be expected.

“Consider the venue. It should complement the event’s theme and be practical for the number of guests, although selecting the right venue isn’t just about finding a space that fits your guest list. It’s about creating an environment that enhances the overall experience. Additionally, the decor, lighting and layout should align with your theme to create a cohesive atmosphere that feels intentional and immersive. Each and every thing, from a well-thought-out schedule, congruent menu and a playlist with a vibe, should add up to create a memorable experience.”

The holidays are a busy time, so host your soirée on a date that’s convenient for most guests. Additionally, have a clear start and end time to avoid stragglers and lingerers. Set up a smart RSVP system to track guests who plan to attend. Whether catered or home cooked, excellent food is imperative. And food should be organized and ready to eat when guests are hungry.

“Understanding your audience is key,” says Powell. “Consider the median demographic for your anticipated guest list, and try to hone in on trends and experiences that would be exciting for them. For example, if you’re planning a holiday party for a group of young professionals, you might want to incorporate elements like a trendy cocktail or mocktail bar, interactive food stations and perhaps a live DJ mixing contemporary holiday music with Top 40 beats. On the other hand, if your guest list includes families with children, think about adding a festive activity corner, a hot cocoa station and a visit from Santa. Finding time in the holiday season is difficult for everyone, and ensuring your event resonates with the specific interests and preferences of your guests can make it a standout moment amidst their busy schedules. By crafting a personalized experience, you’re not just throwing a party. You’re creating a memorable highlight of their holiday season.”

Lance Cheney, president of Lance Cheney Richard Neel Home – an interior design/furnishing company in Tulsa – advises to “send a printed paper invitation by snail mail one month prior to the party. As well, serve a signature holiday cocktail. Send every guest home with a wrapped gift/party favor. This could be something you purchase, like a candle or paper weight, or something more personal like your special holiday cookies or fudge. Choose a curated holiday party playlist – a mix of classics and contemporary.”

Cheney suggests live holiday carolers or a performance for potential entertainment. He continues that adding a signature fragrance is a unique idea, such as having new reed diffusers through your home or the venue. As well, consider hiring a bartender, and a couple of servers who will not only serve any food but will also help clean up after the party. 

Perhaps the best piece of advice when organizing a holiday party? 

“Plan ahead,” says Powell. “The best venues, caterers and entertainment vendors book up for the holiday season many months in advance. Think through your theme. Choose something that is festive and fun – but not overdone or cheesy, and then carry it throughout all of your event elements, from the invitations to the food to the decor.

Choosing a theme that people can get excited about will elevate the energy of the event, encouraging participation. Ensure your event stands out by choosing entertainment that provides guests with an escape from seasonal frenzy.”

Other etiquette suggestions are offered by Cheney.

“Do serve a signature cocktail, wine, beer and soft drinks,” says Cheney. “Serve a buffet. Don’t serve a sit-down dinner. Decorate with flame-less candles. Don’t use real, fire wax candles. The only real fire in your home [should be] in the fireplace. Use cloth napkins, including cocktail napkins, and china, crystal and silver flatware. Don’t serve [on] paper and/or plastic. Be dressed and ready to receive your guests at least a half hour prior to start time. Don’t be late to your own party.”

When it comes to preparing the space, “don’t over decorate,” says Powell. “While festive decor is great, avoid overwhelming your space with too many decorations. Opt for tasteful touches that enhance the theme and the atmosphere – rather than clutter it. Keep in mind local events, concerts or games that might be happening in your area that would create a conflict, as well as days too close to Christmas that would prohibit people being able to attend.”

And if you’ve got furry friends at home, Cheney has some advice. 

“Don’t let your dogs have the run of the house,” he says. “Having them away for a couple of hours during the party is safer for them. They won’t be fed and get sick. They won’t have any opportunity to get out of the house, and they won’t be jumping on your guests. If you must have your dogs at the party, be sure they are freshly groomed, and hire someone to babysit them in the house, keeping them on leashes.”

Food should be one of your main priorities. If you’re not keen on making it all yourself, a trusted caterer is an excellent party partner. 

“Hire your caterer at least four months ahead of your holiday get-together,” says Arilla Broadus, director of Running Wild Catering based in Oklahoma City. “Vendors are also taking on weddings and corporate and private events during the holidays. Be aware of the time of year when considering budget – you get what you pay for. Going with the least expensive is not always the best option. Some people want something for $10 a head, and that’s just not possible.”

Broadus continues: “A lot of people don’t understand what goes into catering – especially when it’s their first time hosting an event. People don’t realize the aspect of what the caterer is going to be doing and their overhead, and that plays into the overall price.”

She encourages hosts to consider full service catering and ask questions before booking. Does the caterer set up everything? Does the staff maintain it and clean up after it’s over?

“Stay clear of a package deal that does not detail out what you are getting,” she says. “Possibly running out of food could be something you get into with such situations when you don’t know for sure what you’re getting. But a customizable cater is built to your type of situation. They can do anything you want – and adjust things as needed.”

The last thing you want is to feel you’re in a time crunch as the party approaches. That said, there are a few rules of thumb about when to get your orders in. 

“Order any specialty foods and flowers, including holiday greens, six weeks prior to your party, and deep clean your home one month prior,” says Cheney. “Be sure to clean all light fixtures, paying special attention to crystal chandeliers. Have the chimney swept. Launder napkins, clean all crystal glasses, and polish silverware, silver serving pieces, trays. Wrap, bag, and gift-tag party favors.”

Cheney continues: “Two to three weeks before the party, all holiday decorations should be completed and all boxes returned to the attic. Check and replace any light bulbs. One week before, send what you plan to wear to the dry cleaners or laundry. The day prior, or morning of the party, the lawn service should sweep and blow all sidewalks, driveways and lawns to remove the last of the leaves.” 

Featured photo credit: Lance Cheney of Lance Cheney Richard Neel Home in Tulsa created this fall-centric tablescape for those looking for some inspiration. Photo/tablescape by Lance Cheney