Maybe you've just landed a new account and want to celebrate your success. Maybe you want to thank your employees for a job well done, or organize a networking get–together for the local business community. As a business owner or office manager, party–planning may not be your expertise, but you can still host a memorable event using these party–planning ideas.
Book early
Party–planning professionals say the best way to pull together "an affair to remember" is to start making arrangements early. Jack Milan of Different Tastes Catering in Boston says, "if you want a certain caterer, vendor, [restaurant, or hall] don't lose out by procrastinating. Book immediately and book early."
If you're arranging a party for your employees, try to secure a Friday night. According to a recent Party411.com study, most people (39%) like office parties to be held on Friday nights, followed by Saturday nights. The least popular night among those surveyed was Sunday night
You are cordially invited
"The invitation is the first impression of the party your guests are going to receive, so it should be something that promotes how much fun they're going to have — that this party is going to be differen," says Sherri Foxman, founder of Party411.com.
Invitations, including accurate directions to your party location, should be in the mail no later than four weeks before the party date.
Menu-planning
Keep in mind that the foods you select can significantly affect the cost of your party. Milan recommends that people who are looking to be penny–wise avoid high–end foods like shrimp, lobster, scallops, caviar, tenderloin, lamb, and veal.
Tell the restaurant or caterer how much you can afford to spend, and let them design a menu around your financial resources, suggests Foxman. Party411 offers the following budget guidelines :| Party expenses | Percent of budget |
| Food | 40% |
| Liquor | 12% |
| Labor, services, taxes | 18% |
| Miscellaneous costs, such as entertainment and decorations | 30% |
Well–trained caterers and party planners should be able to work within any guidelines that you set. To insure the quality of the food served at your party, be sure to hire a licensed and insured caterer.
Serving alcohol
If you plan on serving alcoholic beverages, there are numerous issues to consider. Financially, you will have to decide if you will host an open bar, provide a few complimentary drinks, or opt for a cash bar. Open bars are the most expensive choice.
To help you determine if you can afford to serve alcohol, Party411 has designed the Drink Calculator. One–liter bottles of hard liquor typically provide 22 drinks containing 1.5 ounces of alcohol. Generally you can pour six glasses of wine, each 5 ounces, from a one–liter bottle of wine or champagne.
Serving alcohol also poses considerable liability issues for your company should people become intoxicated and injure themselves or others. (For more information read about office party liability.) To minimize the risk, be sure to arrange for designated drivers or provide taxis on a "no–questions–asked" basis.
Host a theme party
Many professional planners recommend theme–based parties. Party411 says some of the most popular themes include luau, fiesta, sports, western, rock–n–roll, and Hollywood. Experts also suggest steering clear of costume parties as they put unnecessary, added pressure on employees.
