Plan A Holiday Party That Pops

By MaryBeth Matzek | Photo: Cherry Blossom Events © Lily Shea

To make your organization’s holiday gathering a must-attend event, party planners say shaking up the theme, activities and timing are a great way to start. And ensuring attendees enjoy the event will create buzz so that, next year, more people will want to attend — which is every event planner’s goal.

“The best thing businesses can do is move their holiday parties into January,” says Joey Reader of A-mazing Events. “There’s so much going on in December that the party becomes another to-do and one that can be easily dropped. In January, there’s not as much going on so attending becomes more appealing.”

Breanne Chase, a sales manager at Monona Terrace in Madison, also has noticed some businesses shifting their parties to January. It offers greater availability and flexibility in securing the ideal rooms and dates for your event, she says.

Sarah Sarbacker, owner and creative director of Cherry Blossom Events in Madison, says the typical holiday party featuring a giant flocked tree and a sit-down dinner is giving way to themed parties with a variety of activities and food stations.

“We had one party with a Miami Vice theme that was so much fun,” Sarbacker says. “People dressed up according to that theme, and we played ‘80s music. The key to any successful holiday party is making it unexpected and focused on experiences.”

Before making any decisions about a party, Reader sits down with her clients and asks what their goals are for the party. “Do they want it to be a celebration of the year’s work, do they want employees to mingle and do different activities or participate in a shared activity, like an illusionist or another type of entertainment? The answer to those questions leads into what we’ll suggest,” she says.

Getting Involved

One of the biggest trends to make your party a can’t-miss event is introducing activities. Whether it is playing games, such as giant Jenga, or wine tasting — giving guests something to do often increases interest in the gathering.

“Immersive experiences or activation stations — such as bourbon tasting, doing a craft or putting together a flower arrangement — are growing in popularity,” Sarbacker says, adding one party she worked on had a character artist. “People want more to do than listen to a DJ.” With the activation stations, what an attendee makes, such as a wreath, becomes the take- home item, Sarbacker continues.

To provide guests with something to do during the gathering, Reader often brings in yard games such as cornhole.

“People like to hang out and play games. We bring those games into the venue as long as it’s big enough. “We have had a lot of success with it,” she says. “It’s different and unique and goes over well.”

Rindy Hart, the catering sales manager at Hyatt Regency Milwaukee, says murder mystery nights or casino nights are also popular with partygoers.

“It gets them involved and doing something. It also provides guests with the opportunity to mingle. They aren’t just stuck talking to the people at their table,” she says.

Shannon Timmerman, director of sales at Wilderness Resort and the Glacier Canyon Conference Center in Wisconsin Dells, recalls one holiday party that featured multiple activities, including a game show event followed by Comedy Sportz and a DJ. “People really enjoyed it,” she says.

Monona Terrace has hosted multiple themed holiday events that included entertainment tied to the overall theme, Chase says.

“Themed parties are exciting and trending. We’ve seen creative elements like performances by aerial dancers, magicians, comedians and even circus acts” as part of gatherings.

Sarbacker says one trend growing in popularity is making the event an open house where people can come and go as they want. “You can set it up between 6 and 9 p.m. and people can stop by when it’s convenient. The flexibility of the event drives up the attendance count,” she says. “People don’t have to worry if they’re not available for the whole time.”

Holiday parties are not necessarily nighttime affairs. Some businesses hold events midday on a Friday so employees don’t have to “squeeze it in” to an already booked schedule, Timmerman says. “Due to the timing this year, there are really only two full weekends before Christmas where you can have evening parties so it’s good to consider other options,” she says. “One non-traditional option is having a breakfast with Santa on a Saturday morning where you get the kids involved. Some businesses like that aspect.”

Stations in, Sit-down dinners out

Food stations and heavy hors d’oeuvres are the perfect food pairing for a party with plenty of activities, event planners say.

“50% of food at parties has gone to heavy hors d’oeuvres. People can eat and mingle when they want to,” Reader says. “People can walk around, participate in an activity, talk and then eat when they’re ready.”

Timmerman agrees that more active parties tend to have food stations. “If you want people up and moving, having a sit-down dinner just doesn’t fit,” she says.Food stations can feature a variety of foods helping to elevate the experience and make sure everyone’s dietary needs are met, Hart says.

“Food is more of a grazing station. It’s not the sole focus of the event,” she says.

Chase says the food stations can also be tailored to match the event’s theme and atmosphere.

“These stations offer a variety of flavors and allow for a more dynamic and interactive dining experience,” she says.

With the trend towards heavy hors d’oeuvres, Sarbacker says the furniture needs to match, which means more high cocktail tables and bringing in lounge furniture for people to sit on while eating their food.

If it’s a more intimate group — let’s say under 50 — sit-down dinners still have their place, Timmerman says. “The size of a group can drive what happens with food and activities,” she says.

There’s one thing Reader advises all businesses to do as they plan their holiday gathering: Set up an Uber account for the evening for any partygoers to use.

“They can make an announcement that it’s available and put a QR code on the registration table or near the bars,” she says. “Having that available for guests is a must for any party and helps protect a company if any attendees drink too much to drive home.”

Decor change-up

With more theme-related parties, traditional holiday decor, including Christmas trees and buffalo plaid, are being bypassed for immersive decor that takes its cues from the party theme, Sarbacker says. “I’m seeing more companies going to a general celebration of the year’s efforts, not focused on Christmas, so it can be more inclusive and everyone can feel welcome,” she says.

Hart agrees more businesses are opting for a celebration or winter theme, not necessarily holiday related. “We’ve had a ‘Nightmare Before Christmas’ theme as well as a winter wonderland theme,” she says. “Companies want to be more inclusive and moving away from traditional red and green.”

Reader says she’s seeing more winter-themed parties, like a frost and flannel theme “although Grinch themed parties are a lot of fun. People enjoy dressing up around a theme.”

An event’s location may also play a role in the décor. Reader says untraditional locations, such as the Tailgate Village at Titletown adjacent to Lambeau Field in Green Bay or maybe a space in a museum, are becoming more popular.

Hart agrees, saying that depending on the size of a group they may opt for the hotel’s atrium or a restaurant space at the top of the hotel for their gathering.

Choosing the right venue can really make a party come alive, Chase says. “You want a venue that aligns with your vision and not only offers flexibility in customizing menus but is also enthusiastic about collaborating with you to create an unforgettable experience for your guests,” she says.