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Do and Don’ts of Business
As holidays loom, area party-planners tell all
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Business New Haven
11/2/1998
By: Priscilla Searles
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Tis the season to put on our jolly faces and prepare for all the business-related holiday parties. Will that office party be a snore, or will it be an event to remember?
There are plenty of do and don'ts to planning a successful function, whether it's an office party, a corporate party for clients or a special event held by a non-profit organization. Certain elements go into, or should go into, planning any holiday party. So what goes wrong with so many of them?
Every event is a series of small decisions that collectively make or break a party. “When planning an event, all the elements that go into a party or reception have to be considered,” says Andrew Rubenoff of New Haven, who has been involved with special-events planning and production for 20 years. “The choices that are made set the style, the rhythm, the mode.
“Corporations want to set a certain tone, a style for an event they are trying to present,” explains Rubenoff. “Half of a professional planner's job is trying to figure out what that style is. Even the food choices can change the whole mode.”
And that's one of the magic words. Food is a major consideration in planning an event. You don't serve ribs at a cocktail party, but the likes and dislikes of the majority need to be considered. Food that people can't figure out isn't a good idea, either.
“People who work for corporations and are given the assignment of planning the holiday party,” says Rubenoff, “have to remember to look at the big picture, the corporate image. You can't plan an event like this just to please the boss and, of course, you have to plan within the budget you're given. The goal is to create an atmosphere of good will that is favorable to business. Begin by focusing on the issues: Who is coming to the event? What is the purpose of the event?
“When you've established who is the group,” explains Rubenoff, “you look at other things. Is a jazz trio right for this event or would a piano and flute with pop tunes be better? Consider your options, always keeping the people attending the event in mind as well as what you want to accomplish.”
Maria Schlump of Parties With Pizzazz points out that corporations giving receptions are playing host or hostess, and as such need to think of the guests and their needs - just as any host or hostess would do in his or her own home.
“Parties also need to reflect the stature of the corporation,” says Schlump. “If you're a low-budget company, you don't want gold lamé for decorations. Corporate events should be in keeping with its corporate image.
“When planning a party,” says Schlump, “'Keep It Simple, Stupid!' I've always liked that expression, because people who aren't trained to do parties often get hung up on the wrong things. All details are important, but it is easy to spend all your time on one or two things and forget other important party elements. Make your money go as far as possible. If you have $500, don't plan $2,000 decorations, but don't leave out any element. Stay within your budget and don't try to stretch an event. It will look unfinished.”
Schlump notes that, “Even planning a dinner at a restaurant for a small group of employees can go wrong - and often does. The person making the arrangements has to check the seating - is there plenty of room, is a group responsibly isolated so that they won't be disturbed by others, is the wait staff adequate enough to handle the group without making everyone wait too long to be served?
“Even decorations in a restaurant should be considered. Today the trend is to have holiday celebration that reflects different cultural celebrations. Red and green decorations may not be appropriate. Restaurants can sometimes be convinced to take down decorations in a party room for one night. But all of these details take time. If an employee is assigned to this task, he or she may not know all of the details that need to be attended to, and planning a party takes time away from the employee's prime job. That's why party-planners exist, to handle all the details that will help the corporation.”
Timing is everything - in life as well as in event-planning - and picking the wrong time or day can invite disaster.
Rubenoff recalls a corporate holiday party planned for clients on a Friday afternoon before Christmas. “A lot of thought went into the party, good food, decorations,“ recalls Rubenoff. “But the corporation failed to consider the time: Was it the best time for their clients? It wasn't, and it was poorly attended. Had the corporation considered that a Friday afternoon during a busy holiday season might not work and planned a more convenient time, the party would have been a success.
“When you plan a holiday party, you have to make sure that you pick a time that is going to be convenient for most of the people on your invitation list.”
“When renting a facility,” says Schlump “there are a number of considerations. If it's a large facility, is there a coat rack near the reception area and, if not, arrange for a coat rack and an attendant so people don't have to walk a great distance to hang up their coats.
“This one is really important,” says Schlump. “Check the restrooms. Often there are toilet articles that are needed or more towels. It may need cleaning. If it's a big party and a small restroom, a restroom attendant might be needed. I sometimes bring in extra toiletries for an added touch.”
Invitations are an important element that corporations often overlook. “Or, if they do one, they leave out critical information,” says Schlump. “E-mail is impersonal. Even pre-printed holiday paper works, but don't forget the details: directions, where to park, are spouses included or dates, what is the attire? All this information is helpful to those attending.
“Seating is another big mistake that people make when planning an event,” says Schlump. “If you have 30 seats and 50 people, it doesn't work. I like to provide seating for everyone. That isn't always easy, but trying to balance a drink in one hand and a plate in the other is nearly impossible.”
Says Schlump, “Putting 50 people in a room that holds 300 is a mistake, but another issue that is often overlooked is the flow of the room. If you put the bar and the food together, you're going to have everyone crowded into a small area. Are you going to pass food or have food stations? The type of party you are having should help you decide.“
As for décor, “People can spend a lot of money on decorations and it doesn't always work,” Schlump says. “Decorations should fit the event. Sometimes balloons are appropriate. And again, holiday decorations don't have to be red and green. For many corporations, a more generic theme is appropriate.”
Both Schlump and Rubenoff agree on the fundamentals of party planning. It's a series of small decisions, all important, that create a successful function. The location, the invitation, decorations, food, entertainment, seating, and a million other things must be considered.
Food choices are too numerous to make recommendations about, but common sense should prevail. Messy food at a cocktail party isn't practical.
It all boils down to asking yourself questions about each element of the function: Is this right for this group? And don't forget the big one: Keep lists of things that need to be done, along with a time-line.
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