Westchester Meetings & Events

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

2007-10-11T12:38:00.000-07:00

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

Brushing the Dust Off - Spring Fever

2007-04-20T08:40:00.000-07:00

Westchester County and it's surrounding areas are drying out after a week of hard rain and flooding. What better time to start talking about Spring? The weatherman uttered the number 70 when talking about temperatures for this weekend and I fully believe that Spring is on our doorstep not a moment too soon.

On my drive to work today I spotted more than one convertible top being lowered, car windows being rolled down and the very noticeable absence of things like winter coats, scarves and mittens.

Where I'm from Spring means one very important thing - it's golf weather. I grew up in Pennsylvania on the back door step of Oakmont Country Club. As a teenager I volunteered for every US Open event that came to town - working as a standard bearer for the women's tour and on the through board at the ninth hole for the men's tour. In the years before I was old enough to work at the Open I was employed by my father to grab autographs from such golfing greats as Chi-Chi Rodriguez, Arnold Palmer and yes, even the great Jack Nicholas. I was cute as a button and short so the autograph collecting and crowd dodging was easy for me. My father did reconsider my employment status as autograph collector extraordinaire when I told Gary Player to hold on before he went on to the next hole - he could sign my book too when the first guy was done. I did this during the US Open practice round. It got a laugh from Mr. Player and the crowd and I got a hug and the autograph! My father was found hiding behind a nearby tree.

Because golf weather evokes such strong memories for so many people, I thought this entry would be a good time to consider golf events here in Westchester County.

Golf can serve as a reward for employees who have reached their goals, the ultimate promotional branding event for any company or as a fund raising effort. We aren't without golf courses here in Westchester County at my best count 75 public and private golf courses in 38 Towns! That's a whole lotta golf and a whole lotta golf options.

With so many options, how do you find the right course? That has a lot to do with what type of event your planning, who will be playing in your outing or tournament and what kind of facilities you'll need for what happens after your players have walked off the eighteenth hole. If you're hosting a golf event the details of what happens after the event is often the most important part of your entire outing.

Things to consider:

What level player will be attending your outing?

Can you consider corporate sponsorships for each hole to deffer the cost of the event?

Do you want to host a 19th Hole reception featuring some of Westchesters best catering so that you can continue the networking opportunities after your round is complete?

Can you consider contests like closest to the pin and longest drive to make the round more exciting - if you want these, can the course you're considering provide the proper tools for this?

Golf is a great motivator - don't forget that when you're doing your Spring planning this year for your business. When you live in a county with 75 golf courses, it's something to be considered.

What's Happening In Westchester County?

2007-02-06T07:31:00.000-08:00

Westchester Meetings & Events has been planning meetings and events for over twenty-five years through the efforts of our parent company, The Light Group, Inc. Now that we've hung out our new shingle here in Westchester County (Our home for more than five years) we're thrilled to be pairing our clients with the exciting events that are taking place in our area.

Meetings should be memorable for the participants and we understand that the work of planning a meeting can be either stressful or invigorating. The fast-paced and detail oriented world of business meetings is competitive for planners, but it's also competitive for our clients. If you're planning a meeting consider the benefits of hosting it here in Westchester County.

Event excursion and team building opportunities can transform a meeting into a motivational and memorable experience - one that not only builds your team, but also brands your message.

Open-Hearth Cooking workshops at Van Cortland Manor - Private party making classes using 18th century recipes and tools.
Private Wine Making Class
Golf Outing and Gourmet Barbecue - Add a private putting lesson with a club pro before tee-off.
Take a step back in time with a historical tour of the Hudson valley.
A Guided Tour of Wild Flower Island
Private Event at One of Westchester County's most historical sites - Lyndhurst, one of America's great castles and the property of the National Trust for Historic Preservation. Don't miss private access to the nineteenth century estate landscapes, grounds and gardens.
Your group can take in year-round excellence in Equity theater at the Westchester Broadway Theater. Have dinner and a performance for your group only.
French Tea and parties at one of Westchester County's gourmet restaurants.
Chocolate making classes at a Mount Kisco pastry shop.

The list of things to do go on and on here in Westchester County. WM&E's partnerships with the special event vendors in this county translates into a fantastic event to add on to your meeting. Let us kick things up a notch and help make your meeting something to remember.

Till Next Time,
Kristin

Welcome!

2007-01-10T11:28:00.000-08:00

Happy New Year and welcome to the official blog of Westchester Meetings & Events, Westchester County's premiere Meeting Planning, Event Planning & Destination Management company.