Start Planning Your Holiday Gatherings: Expert Tips for Festive Celebrations

Many may be in the midst of a heatwave, but the time to start planning your holiday gatherings is now. 

Carrie Davenport, lead event manager for Altria and host of the podcast Like an #EventBoss, and Jaki Baskow, CEO of Las Vegas Speakers Bureau and Baskow Talent, share their ideas for holiday gatherings.  

“You want your holiday party to be light, fun, and interactive as you want people to want to go,” says Davenport

Key Points 

Start With the Date

The first place to start is by determining the date. Keep in mind that Christmas this year is on Wednesday, December 25, Hanukkah begins on December 25 as well and ends with nightfall on January 2, and Kwanzaa begins on December 26 and runs through January 1. The first two weeks of December are ideal, although busy, said Davenport.

The last week of November can work and according to Davenport may be cheaper than December dates. 

A piece of advice  — don’t book the event as a “holiday party,” says Davenport. “If you don’t call it a holiday party or a corporate party, prices may be better,” she said. 

What’s the Theme?

The theme you choose for your holiday gathering will help determine decor and food and beverage. One option Davenport and Baskow recommend is a winter wonderland to ensure it’s inclusive – that theme should appeal to all, not just those of a certain culture or religion. 

Another fun idea is an ugly sweater party where attendees wear their most outlandish holiday sweaters.

Food & Beverage

Once the venue is booked, and the theme selected, it’s time to think about food. 

“As an event planner, I rarely order off the menu. I usually go to the chef directly and they love that because they like to be creative,” says Davenport. 

If your gathering is only a few hours, consider just appetizers and drinks. If it is any longer, serve a meal.

“Keeping people well fed is my number one secret for my success in the meetings industry,” says Davenport. “If people are fed and they’re fed correctly then they are happy.”

Grazing tables or buffet-style spreads are preferred as they give people a chance to roam and engage with each other.  “A holiday party should be an opportunity to mingle and see people you haven’t seen throughout the year,” says Davenport.

Be sure there are options for those with dietary restrictions. Have vegan, vegetarian, and nut-free options readily available. 

Dessert and Drinks

Don’t forget dessert, it’s a great place to get creative. Hot chocolate bars are trending. Offer different types of hot chocolate with toppings like whipped cream, marshmallows, and peppermint sticks. 

Holiday-themed cocktails and mocktails are fun and include egg nog, mulled wine, cranberry mojitos, and holiday margaritas. A signature cocktail created just for the gathering is a nice touch, says Baskow. 

If alcohol is being served, make arrangements to get your guests home safe. Ubers or transportation should be provided. “As meeting planners, these are all things we have to think of. Are you thinking through all the scenarios?” asks Davenport.

Candy stations are always well received, said Baskow. “Make it colorful with all different types of candy and include little boxes that guests can fill. People want something to take home with them,” says Baskow.  Davenport added every time she creates a donut or champagne wall for an event it is a hit. 

Entertainment  

Some of the most popular corporate entertainment choices for holiday gatherings include karaoke, bands, comedians, and of course, Santa. Davenport has even arranged for Santa to make an “appearance” by hologram. 

LED atmospheric characters like stilt walkers, ball walkers, and jugglers are a fun addition, said Baskow. She often books The Drumots, the official drum line of the Golden Knights for client gatherings in Las Vegas. “The best events have a wow factor and I have arranged to have the CEO of the company dressed as one of the drummers and then we do a big reveal,” said Baskow. Another favorite is Bella Electric Strings which includes a roster of more than 25 electric violinists. 

Interactivity

DIY bars are extremely popular where attendees can decorate sweaters, hats, or make their own floral bouquets. Seasonal flowers are recommended and by including branches of pine, that evergreen scent will emanate and a successful event activates all the senses, said Davenport. 

Custom holiday cookie stations where the attendee’s face is embossed on a cookie is a new offering, says Baskow. 

A coffee or hot chocolate station gets even more memorable with a machine that can print images or logos on frothed milk. Robots are a fun addition to a gathering and can serve as mixologists or baristas, says Baskow. 

Photo Booths

Photo booths offer an instant takeaway. “People love photos of themselves,” says Davenport.

Designing visually appealing photo spots like eye-catching backdrops or augmented reality features are popular. 

Coming on strong are 360-degree photo booths that capture high-resolution videos from every angle. 

In addition, a social media component is important. Consider sharing a customized hashtag with attendees.

Philanthropy at Holiday Gatherings

Corporate social responsibility (CSR) makes everyone feel good, especially around the holidays. 

Reaching out to the local convention and visitors bureau or destination management company is a good starting point, said Davenport. “They are a helpful resource that will connect you with the local community to find these sorts of opportunities,” she said. 

In addition, you can partner with a local organization on your own, and find out their needs. Have your attendees bring those items. “It’s a win-win for everybody. It’s a win for the community, and everybody feels good walking away from it. So that could kind of be incorporated into your DIY bar. Making something for someone else. It’s really special around the holidays,” says Davenport.