Corporate Holiday Party Planning – It’s nearly upon us.

Judging by the weather we’ve been having here in the North East for the last few months, it seems like the holidays should still be months away. According to the calendar the holiday season is really just around the corner and since the time is upon us, Westchester Meetings & Events (WM&E) presents its best tips for planning your corporate holiday party this year.

Anyone who has taken on the task of planning the company’s annual holiday party knows that the details and the tasks to be considered can become a full time job in the weeks preceding the event. We recommend these top ten tips:
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Set Your Budget Early –

This is something that you and your boss should consider setting at the beginning of every New Year. Knowing what your budget is allows you to go forward and research all of the details of your event and best gauge what properties and opportunities realistically fit that budget.

Choose the Date of the Party –

Holiday parties never take place close to the holiday! In fact, there is a small window of opportunity for planning your event. Most holiday parties take place on a Friday evening, after work and most corporate offices will close the office in the early afternoon to give employees the opportunity to go home to dress for the event. Holiday parties usually take place after Thanksgiving, but before Christmas. This year, that leaves approximately three weeks of event dates for all of the holiday parties in New York. This might be a good time to call in a pro, like WM&E.

Find a Location –

That’s right, three weeks of available dates for holiday parties this year. Here in New York where business is king, you should have either booked your party location or be considering it now. Historic mansions, brownstones, museums, tourist sites and restaurants all make exceptional venues for the holiday party. Just remember, people like to get out of the office for these events, so location is everything. Book early and consider your guests carefully. Booking a fabulous private home on the beach in the Hamptons is an excellent idea, but how will your guests get to the party and get home safely? Your professional corporate meeting planner can help you find last minute locations that will work best for you here in Westchester.

Sorting Out the Guest List –

Guests lists can be tedious work, but you and your boss need to pull up a chair and discuss which clients will be invited to the party. If you aren’t inviting clients and vendors, your guests list is easily held to the office staff, but be cognizant of any regional offices or part-time employees, no one likes feeling left out or under-appreciated at holiday time.

Invitations –

Printers usually need lead time to print your invitations. Be sure to have the “powers that be” sign off on the language of your invitation before sending it to the printer and always have several co-workers check for spelling and grammar mistakes. Nothing is worse that opening a box fresh from the printer to discover a misspelling. Also remember to have an ample supply of postage ready for the invitations if you need it. Consider using a holiday themed stamp; the extra touches go a long way. Finally, check the spelling of the names of your guests carefully.

Choosing the Menu –

What kind of party are you hosting? Is it in the evening before dinner? Do you want to serve a sit down dinner or have a buffet full of culinary choices? Perhaps your guests would be better suited to heavy hors d’ oeuvres. Your budget will help determine the right food and beverage for your event.

Considering the Bar Options –

Is open bar the right thing for your office party? No one wants to be embarrassed by drinking too much at the holiday office party. Consider limiting the bar to wine and beer, but cash bars are usually a no-no. This is a party to celebrate your team and the work you’ve done all year and asking your guests to pay for their own drinks is a mistake.

Decorations –

Just because its holiday season in most of the world, doesn’t mean that you should go over the top with Christmas trees or Menorahs. Decorating should include low flower arrangements and lots of votive candles. Your location should also provide an ambience all on its own. Decorations like these will make guests of all faiths feel comfortable while you celebrate their good work.

Don’t Forget the Speech –

The host of the party should give welcoming remarks to get the party started. This signals the guests that it’s time to enjoy themselves and it gives the boss or company president a chance to thank the team personally and in front of their spouses and significant others. Recognition goes a long way.

Music –

Live music can be a wonderful addition to any holiday party. Work with your meeting professional to find a band that can assist you in making your party run smoothly. Along with providing appropriate music for guests to enjoy and dance to, live bands are usually apt at helping to emcee the evening’s events – introducing your boss to make a speech, inviting your guests to move to the dining room and helping to indicate when the evening is over. Don’t forget to feed the band! It’s customary to provide a short dinner break for live musicians, remember to make appropriate arrangements with your chef or catering company.


We know you can create a great holiday party for your company, but if you find you need a little help, just remember, WM&E is here for all of your corporate holiday party needs.



By: Kristin Stoltenberg
Westchester Meetings & Events