Advice for planning the perfect seasonal event

The holiday season will be upon us quickly, so it is best to get those party plans started now.

“Getting on the calendar of the venue you choose will also be tricky if you wait,” said Julia Foley of Apex Events, LLC.

Gerald Savoie agreed, he said his venue on East 70th Street is generally booked no less than three months ahead.

But the venue is just one consideration in the party planning phase. “Consider who will be invited and where you would like to have the party. This will play a major role in the decision of when to have the party,” Foley said. “It won’t be much fun if your guests won’t be able to attend.”

While venues like Savoie’s might be already reserved for this year’s parties, catering from the local favorite only takes about a two week notice.

“This is not a time to try a caterer that you do not have any past experience with,” Foley warned, “Go with someone you know or someone that you trust has used with success.”

But choosing the right menu can always prove tricky.

Savoie’s No. 1 recommendation before you call to book his services: “Have an idea what type of food you want or what theme you want” for your party. And, “know your budget.”

And, don’t worry. The catering company is no stranger to special requests.

Foley advises that selecting the right food is not as easy as it used to be.

“With so many people paying more attention to what they are eating – gluten-free, low sodium, natural ingredients, vegetarian – it can drive a party planner mad trying to accommodate everyone. Select foods that meet a variety of needs so that everyone can find something they can eat.”

Savoie said most parties focus on hors d’oeuvres, mixing things like dips and fruit and cheeses with heavier dishes, like the caterer’s own mashed potato bar, as well as chicken, seafood and beef items.

So is it easier just to have a party at home?

Not if the guest list is for 50 or more people.

“Most important is that the larger the party, the longer it takes to prepare and you probably can’t shut down your home life while you prepare for a party,” Foley said. “Another important issue is cleaning up before and after. If you can leave the dirty work to the venue, you will enjoy the whole experience so much more.

“Another consideration is accommodating the guest: Do you have enough seating and space for everyone to be comfortable? Glassware, dishes, chairs can always be rented, but with that added expense and coordination, it may make more sense to select a venue that would fit your needs.”

But don’t worry, there are multiples places in town to find any additional items you might need to add before party time. When thinking about party options, keep in mind dance floors and outdoor tents can be rented from places like Encore Event Rentals or AAA Rentals, which provide websites with photos of everything available. Need more seating? Just rent a sofa and lounge chairs from Howard Sater at Encore. The company also has linens in various colors to add a little flair to your tabletops.

Foley advised to be original and think big but within your budget.

“Create something that is unique that guests won’t experience anywhere else. That can be an interactive experience with a special musical performance, flaming food, or even a drink server suspended from the ceiling,” she said. “Consider your budget and try to find an amount that would include an element that won’t be experienced at any other parties.”

As far as decor, that can be the most fun or the most challenging part of throwing a holiday party. Don’t hesitate to look through trending magazines, Foley said, just don’t try to completely recreate it. Stay away from commercial decor that can make the party feel like a shopping center but don’t leave out your traditional decor pieces if you can’t see your party without them. Just try to play them up big instead of trying to make them blend in, Foley suggested.

“Add your own flair so the party feels like you and your style. You will definitely enjoy the event much more and feel more comfortable in the setting,” she said.

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