Party-planning for the holidays
By Emily Connor
Holiday parties can be fun, festive events and a great way to celebrate the season. But planning can be stressful. Considering food, drink, entertainment and decorations are all important steps in making sure your holiday party runs smoothly.
Whitney Swance, a Wisconsin Union Event Coordinator, gave her top 10 tips to ensure your holiday party is a success.
#1) Think about your space.
Some of the biggest holiday party mishaps can arise when guests don’t have enough room. “Think about how many people you have, but more importantly, what you will be doing in the space,” said Whitney. “If you plan on mingling and talking, then make sure you have open spaces.” Whitney also suggested considering the atmosphere of the space itself. “In Memorial Union, Tripp Commons is a very warm inviting space, and Great Hall has lighted evergreen trees during the holidays,” said Whitney. “Thinking about the atmosphere of the room is very important for cultivating a certain feeling for your guests.”
#2) Send out invitations ahead of time and request RSVPs.
“One of the biggest challenges with holiday party planning is not knowing how many guests to expect,” said Whitney. It may be easier to just send out invitations without an RSVP, but it is more helpful in the long run to try to get an accurate number of guests. Invitations and RSVPs should be sent out no later than a month in advance. “Everything from budget planning, food and drink ordering to place settings is always dependent on the guest count, and it is much easier when you have a more exact number of guests you expect will attend.” If guests aren’t responding to RSVPs, it is perfectly acceptable to contact event attendees to politely ask if they plan on attending. Overestimate the amount of drinks needed by about 10 to 15 servings to account for any non-RSVP guests who end up attending.
#3) Consider a signature cocktail.
Your everyday bar can become instantly special by even adding just one specialty holiday cocktail to the drink menu. “The Union’s Tudor Dinners always have a Wassail Bowl, this delicious cinnamon spice holiday punch,” said Whitney. “It always puts guests in a holiday mood.”
#4) Large hors d’oeuvres work well in place of plated dinners.
Instead of considering a usual menu of small appetizers and then a full meal, a variety of large hors d’oeuvres work well as a simpler and tastier alternative. “Large hors d’oeuvres are nice because then guests get more choices and the menu can be easier to plan,” said Whitney. “The Union offers cranberry meatballs and bacon-wrapped water chestnuts which are two very popular large hors d’oeuvres. Our ginger cake roll with brandy sauce is also delicious.”
#5) Don’t skimp on food!
If your budget starts to run out, never cut from the food budget first. “Having enough food is always one of the top concerns,” said Whitney. “I always recommend about six to eight different kinds of hors d’oeuvres and about seven to ten pieces per guest for a 90 minute reception.” Whitney said variety is good, but don’t have too many items, otherwise each item’s taste will become less distinguishable.
#6) Be creative with decorations.
An easy way to make a party look elaborate on a small budget is to get creative with decorations. “Flowers are very expensive, so think about other ways to decorate,” said Whitney. Holiday ornaments displayed in clear glass bowls with evergreen boughs make impressive centerpieces. But Whitney says don’t stop there. “Put table decorations in unexpected places–the buffet table, bar or entryway. And get creative with unique glassware or artfully decorated place cards for guests.”
Tudor Dinners decorating coordinator Billie Bach was able to create a beautiful table scape for a 300 person dinner with only about a $200 budget. “We cut and sewed the table runners, wrapped the present decorations and made almost every piece ourselves,” said Billie. On the tops of centerpieces, Billie and her staff wrote holiday messages inside hand decorated holiday cards for a personalized touch for guests. 
7) Consider a unique way to use audio/visual equipment.
“One of the best ways to make a holiday party unique is to utilize audio/visual equipment,” said Whitney. If you’re having a family party, consider making a photo slide show of friends and family at past holidays.
#8) Be specific with your wants and needs.
Whitney said it is important to be specific and ask for what you want from event coordinators and staff to ensure things go smoothly the day of your party. “At the Union, we can offer so many choices regarding food, event setup and more,” said Whitney. “The most successful events are the ones in which the party planner details exactly how they want things to look and feel.”
#9) Think about your guests’ favorite foods.
It is important to remember what types of food and drink your guests enjoy. But an even more special holiday party serves a menu that speaks to what guests really love. “Always make sure you note any dietary restrictions for your guests, but go further and customize your menu to their specifications,” said Whitney. “At the Union, we can offer specialty wine bars if your guests love wine, a dessert buffet if they love sweets and much more.”
#10) Make your party memorable!
Find a way to make your party unique and memorable for your guests. Create monogrammed cookies as unique place cards and as a fun party favor for guests (learn more about how-to from Better Homes and Gardens). For a unique twist on a standard guest book, place a pretty wreath on the back of your front door. Take a photo of your guests (or have them take it themselves) and have them sign the edge of a photo space in a photo album. When you get the photos developed, you can have a picture guest book to remember your party.
Wisconsin Union members can rent rooms for personal events like holiday parties, graduation parties, bridal showers, tailgates and more. For more information about planning your holiday party or event with the Wisconsin Union, visit the Campus Event Services website or email an event coordinator atevents@union.wisc.edu.
