by Anthony Pedrotti
It is that time again – the holidays are coming, and it is your turn to plan the holiday party. Whether it is for Christmas, Hannukah or Kwaanza, the end purpose is most always a celebration. There is a special art to planning a holiday party.
Every event is different and every guest is unique. You have to stay on your toes to make sure you take care of every need for your guests, or in our case, our clients. It is very interesting putting all the details together on paper for an event and eventually seeing it all happen right in front of you. It is like putting together a puzzle. We are very fortunate to have a great staff that has been with us for many years who consistently makes this process very simple. There are a number of elements to keep in mind in the craft of event coordination.
Atmosphere and Ambiance
Sometimes a good atmosphere just happens and sometimes it is constructed. Regardless, it is something that must be kept in mind in order to create an event with a sensational and memorable presentation. At Pedrotti’s, we have developed a unique atmosphere that is laid back and functional at the same time. This is something that is important for every holiday party. There should always be plenty of space and lines for food or drinks should be kept to a minimum. Ensure that there are enough servers, staff or hosts to keep up with the number of guests attending the event.
Find unique decorations to spruce up the room or venue where the party will be held or select a venue that has an inimitable built-in atmosphere. Add elements that will make the event unforgettable. Create a theme for your party – you can even ask your guests to dress the part.
The quality of a product goes a long way. The same can be said for the quality of an event or party. If you want to impress and dazzle your guests, you have to create an event that is the highest quality. When considering quality, keep these key elements in mind:
- Make a checklist of all of your to-dos (and even your to-don’ts)
- Pay great attention to detail
- Seek the help of your friends to get feedback on your event ideas
- Utilize vendors (or friends and family) who may have a specific expertise – whether it is entertainment, baking, decorating or another special talent
- Give yourself plenty of time to put together all of the components of your party (Do not wait until the day before the party to throw everything together. This will reduce stress and enhance organization.)
At Pedrotti’s, we have a staff of individuals who each bring his or her own expertise to the table. We also utilize relationships with vendors across the map who specialize in everything from deejaying to face painting to bronco riding. It is important to have the right assets and let each person or group work to showcase their talents in the best light possible. Using each person’s strengths in the different aspects of event planning will put you on the road to a fantastic event.
Find the ideal time for your party. Weekends may be the most opportune time for a holiday party, but you can make a party magnificent any time depending on your plans and desires. There are times when a holiday luncheon may be the best fit for what you want to accomplish. When considering timing, think about your guests and their potential availability. It is always a good idea to host a party when your guests will have the opportunity to relax and unwind.
The Art of Invitations
Communication is constantly changing with the advances of technology and social media. There are a million and one different ways to invite your guests to a party. What you should consider when planning your invitations is how public or private you want to make the invitation list. Remember – your invitations will set the nature of your event.
Traditional Invitations: If you have the budget and time to do it, there is always the traditional invitation sent via postal mail. You can spend some time with arts & crafts creating a custom design or pick up a box at the store.
Email Invitations: Email has made it fast and easy to get the word out about a party. You can use any of a number of online party invitations including: email distribution of an embedded or attached invitation, evite.com, squidoo.com, punchbowl.com and hundreds of other sites that allow you to send out mass invitations free of charge.
Social Media Invitations: Social networks such as Twitter, Facebook and Yelp!, among others also have tools that will allow you to invite guests to a party. The public nature of these social networks will allow you to invite the masses to your event. You can also select to only invite specified individuals online and keep the event more private.
Make It Memorable
When creating a holiday event, the most imperative thing to remember is to make it memorable. You can do this in any number of ways, but for an event to have the “it factor,” it must be memorable. Here are some recommendations from the Pedrotti family:
- Give the participants a fun giveaway item or gift to remember the event.
- If you are inviting social networkers – create a Twitter hashtag for the event.
- Loan out video and digital cameras to the guests to capture their favorite moments. Then, put together a video or slideshow to send out after the party.
- If you bring in entertainment, make sure that it is novel and creative. You want to bring your guests something that is new and will hold their interest.
With each and every event we plan and host at Pedrotti’s North Wind Ranch, we “celebrate the spirit of Texas.” This celebration includes the above elements and many other specialties and talents we bring into the planning of each event. With each even or party you plan, appreciate the essence of everything it stands for and celebrate the people who are a part of it!
About Anthony Pedrotti: Anthony Pedrotti is the Director of Marketing at Pedrotti’s North Wind Ranch. Pedrotti’s is a full-service event center, with property including five private banquet facilities available for weddings, fundraisers, corporate events, private rodeos, business luncheons, school events, holiday parties, trade shows, and company picnics. The mission of Pedrotti’s is to delight guests through excellence in hospitality, food service and entertainment. For more information about Pedrotti’s, visit www.pedrottis.com or call (210) 695-3533.