Winter Holiday Party Planning Essentials
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Tis the Season- to party!!
If you’re looking to lift spirits and throw an awesome holiday party this winter season, then here are a couple of guidelines to consider.
Check out the 7 Winter Holiday Party Planning suggestions below!
Winter Holiday Party Planning Tips
1. Choosing a Theme for Your Winter Holiday Party
First and foremost is to figure out ASAP if your holiday party is running on a theme. Themed parties need to notify their guests much sooner than a standard get-together would. Especially if you are expecting a large number of people (i.e. 50+ people) and/or guest involvement based on your theme. Notifying your guests early is the polite thing to do. It also ensures a better turnout at your event.
If the holiday party is a costume party or has a dress code or set theme that guests need to plan for, then make sure they have at least a month’s notice on the invitation details so that they can prepare for it. By doing so, they will be more likely to attend. and furthermore comply with the expectation. Or at the very least, communicate if they cannot or have other concerns! Here is a list below of some winter holiday party theme ideas to get you started this season:
Winter Holiday Party Planning Ideas & Themes
Conventional Holiday
- General Holiday Party (see invitation below)
- Classic Gift Exchange
- Christmas Cocktail Party (see invitation below)
- White Elephant Party
- Cookie Decorating Party
- Ornament Decorating Party (see invitation below)
- Company Christmas Party (see invitations below)
- New Years Eve Party (see invitations below)
- Chinese New Years Party (see invitations below)
Novelty Holiday
- "Santa Baby" Baby Shower- based on the popular holiday song (see invitation below)
- Ugly Sweater Party (see invitations below)
- Winter Wonderland Wedding
- Christmas Birthday Party (see invitation below)
- Christmas Pajama Party (see invitation below)
- Christmas Engagement Party (see invitation below)
- Gingerbread House Decorating Party (See Invitations Below)
- Holiday Brunch (see Invitations below)
- Holiday Tea Party (see Invitation below)
- Roaring 20s New Years Party (see Invitation below)
- New Years Eve Engagement Party (see Invitation below)
Reference note: all invitation referrals can be found under Section "3. Winter Holiday Party Invitations"
While a party theme is certainly not "necessary" to throw a successful shindig- it certainly is more festive to play off the seasonal splendor! If you do choose a theme however, just remember to give proper notice. Whether it’s a holiday brunch with the in-laws or a refined “Winter Wonderland Wedding”- your guests will always appreciate the extended notice!
2. Winter Holiday Playlist Planning
Music is the cornerstone commodity that sways the success of nearly every social function. And yet it seems to be one of the most commonly overlooked by those planning events. This is a BIG party faux-pas! Especially during the midst of the holiday season...
Music is responsible for setting half of the ambience for the entirety of the event. Lighting, seating arrangements, cleanliness & decor, and food/beverage provision makes up the other half of the general splendor. But NEVER underestimate the importance of a well-planned playlist.
When arranging a playlist, it is important to keep your audience in mind, as well as any running themes. When playlist planning for larger events, cater to the theme as well as the general music tastes of the 2 largest generations present. If it is a classy event though or children will be present- then always ensure your selection stays tasteful. With a winter holiday party- you'll want to make a point to include some Christmas music in the mix as well.
When arranging for a smaller gathering, plan on a more personal level. Your selection should still incorporate some festive holiday hits. But additionally it should consider the music tastes of as many people in attendance as possible. Even just selecting a few songs that you know a particular person in attendance would enjoy can illicit a magnetic response. Studies have found that music can significantly improve peoples’ moods- and that is exactly what you want if you are to throw a happening holiday hiatus from their busy lives! This will also help you decide as well on whether or not you curtail more classic or modern holiday tunes for your playlist.
Once you’ve curtailed a selection of specially selected songs for as many of your guests as possible, you’ll then want to shuffle them around or arrange them so that each song flows well into the next. Try to create a playlist that will last the entire duration of the party- as people do not like to listen to the same song or set of songs more than once.
Side Note: There are always a few exceptions when your holiday party should not be playing music, i.e. when a movie or some kind of activity is unfolding. Always exercise discretion regarding whether or not music is an added distraction during a party's key events!
Remember, music is always a necessary tension breaker as it prevents awkward silence and solidifies the vibe of your holiday party. Just make sure it is loud enough for people to hear, but not so loud that people need to yell to hear each other over it. If you manage to swing this successfully, you'll curate a palpable electricity that will energize your guests throughout the course of the gathering.
3. Winter Holiday Party Invitations
The honest truth of the matter is that whoever you choose to invite to a party- will have the most direct influence on its success. So it is very important to try to invite a group of people that will assimilate well with each other and- of course- their host! Small groups can work rather well, particularly if people are already acquainted. However, if you need to invite people to make a certain smaller group feel more at ease- then always consider doing so! But be warned, the smaller the get together and environment- the more suggestible it will be. One person can easily usurp the atmosphere and create an uncomfortable situation quickly!
Additionally, if you are planning either a more formal gathering, a larger party (50+ people), or an event where people are not well acquainted- you may want to consider sending a formal invite which details the party’s location and duration. For customizable invitations for your next holiday bash- see below.
Customizable Winter Holiday Party Invitations
Customizable Christmas, New Year's, & General Winter Holiday Party Invitations
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Side note: for added festivity, consider pairing you holiday party invitation with a holiday themed gift basket. For holiday gift basketing tips:
While formal paper invitations are certainly not a necessity for a successful soiree, some would argue that a degree of formality nowadays is a rather quintessential example of sophistication, refinement, and even at times charm. Whether it is a paper invitation, a gift basket invite, or simply a Facebook invite or text “evite” depends on your desired degree of decorum. For tips on creating a DIY gift basket invite, see above.
Now, if the group is not familiar with each other, then it is important to have set times the party will run for. Or at least a set start time. This is especially important to denote when sending any kind of invitation out as well. Exercise your personal judgement when setting the time, as it is important to determine that it is not too long or too short. A good rule of thumb is: small gatherings with people who are not well acquainted will want to have shorter run times of maybe only 3 or 4 hours at most.
4. Winter Holiday Themed Decor
Attention: While decorations are more heavily expected during this time of year, they do not matter if you are not in a clean environment. Please verify that the venue is properly cleaned by no later than the night before or morning of your event.
Now understand: decorations are definitely not necessary for throwing a successful shindig. But they can certainly add to the general atmosphere of any fun holiday fest Luckily, seasonal household holiday decorations and tableware function well for a holiday party's decorum. But if you desire to add more to your holiday party's ambience, then you will want to plan accordingly!
The timeline for gathering supplies to curtail a more specified splendor will depend on the size of your event as well as your level of commitment. If your party is more laid back- like, perhaps, a humble holiday pajama party- then you can probably afford to wait to gather supplies 1-2 weeks ahead of your event and start setting up as late as the night before or morning of the party. Sometimes it pays to stay “small and cozy” when it comes to event sizes- as they are cheaper and less stressful to plan. However, if you are up for a challenge and a little more ambitious, you are going to want to begin compiling decorations much sooner.
Now normally for themed parties and larger gatherings, it is recommended to start acquiring supplies at least a month out from your event! But Christmas and New Years is a totally different element in and of itself. Therefore, you should begin compiling supplies & decorations ASAP, preferably no later than 2 months out! Remember, decorations sell-out FAST sometimes during this time of year and shipping is usually delayed by a month during the holiday season!
For large or formal events, begin setting-up & decorating as much as possible at least 3-4 days ahead of time to limit preparation stress. Bouquets and balloons are one of the few exceptions however that need to be attended to the day of the event. See below for recommendations.
Bouquets will typically begin to wilt within a few hours, unless you add this to their vases.
Normally balloons and balloon arches are typically only inflated for a few hours. Products such as "Hi-Float" prolong inflation up to 1-3 days. "Hairspray" can also supposedly work in a pinch. But try not to touch the balloons afterwards or they can shrivel up!
If you are looking to save some money on supplies: then always visit "Dollar Tree" FIRST. See the list below for supplies recommendations. Another money saver is to personally create some of your party decorum, such as table arrangements or other decorative pieces. You’ll want to start on this no later than at least 2-3 weeks out from your event though- if not earlier!
Dollar Tree Party Supplies Recommendations
Practical Party Supplies
Plastic table cloths
Plates & napkins
Plastic cups & disposable cutlery
Trash Bags
Any necessary cleaning supplies
Any necessary cookware/bakeware
Decorative Party Supplies
Tea lights
Artificial flowers, holly, & mistletoe
Paper lanterns
Ornaments & tree decorating supplies
General crafting supplies
Balloons
Paper streamers & ribbon
Disclaimer: Not all Dollar Tree locations carry the exact same inventory items in store. Please be advised, your store's location may not contain some of the items listed above.
Lastly, when throwing outdoor events- always account for the weather. While it’s always a good idea to consider decoration and seating placements ahead of time- be warned- if you leave your decor up too far in advance they could be ruined before the party even begins!
Additionally, when planting any new foliage for an event- it is recommended to be hypervigilant regarding your location's weather patterns prior to the day. A shed or greenhouse is typically ideal for this. Beyond that, it is highly recommended to wait until the week of the event to acquire any new plants. This will ensure the effervescence of your greenery and protect the integrity of your blooms prior to the festivities. Time permitting, both cold and hot weather will favor planting your new supply the morning of the event. Doing so will prevent heat stress or cold shock as well as protect them from persistent gardening pests.
Pro Tip: If you live in a hot climate and need to store your plants outside prior to the event, then it is HIGHLY advised that plants be well-watered and rotated in and out of the shade when appropriate. This can be done easily by storing the potted plants in a gardening wagon or wheel barrow, Also ensuring further protection from ground pests.
5. Winter Holiday Party Menu Planning & Meal Prep
One of the most notoriously stressful aspects of planning and hosting a holiday party is the entire cooking process! It can be a lot. So first and foremost, take a breath. Then try to figure out the menu, prep, and grocery planning at least 2-3 weeks ahead of time. This will save you a major headache the day of the event! With this in mind, try to be aware of shelf life and expiration dates.
Next, when it comes to preparing food, always make a little more than you need and try to have a variety of options. A sure fire way to host a bad party is to run out of food and drinks hours before it ends! Plan to have a couple of finger foods and appetizer options such as charcuterie or chips & dip on hand for people. For informal events, if anyone offers to bring food- TAKE THEM UP ON THEIR OFFER! This will take some of the pressure off of you.
Depending on the number of people will determine how many main dishes and sides you will need. A good rule of thumb is 1-2 main dish selections and 3-5 different side dishes for every 6-10 people. Know though that if you have 30-50 people, you don’t need to have 5-10 different main dishes and 15-35 different side dishes. It is “okay” and even recommended sometimes to have several serving trays of the same dish- especially if it is a popular dish or if the recipe is really good. If this is the case- then usually people will want seconds! Many main dishes need to be prepared the day of, such as a ham or turkey. But some sides can be easily made a day or two ahead of an event and then reheated- such as mashed potatoes and gravy.
Deserts, drinks, and appetizers are a little easier, as many of them can be made 1-2 days ahead of time or can be made quickly the day of. Pumpkin pie is a perfect example of a desert that can be made a day or two ahead of time, as it chills in the refrigerator well. It can also easily be popped back into the oven for a few minutes if you want to serve it warm. When it comes to holiday drinks, apple cider and eggnog are a great example that can be made ahead of time. And appetizers such as "Pigs In a Blanket" and deviled eggs can be made relatively quickly the day of!
Catering is also always an option if you are willing to spend the money. It is not uncommon to get just a simple desert table catered sometimes for more formal parties- like holiday baby showers, winter weddings, and baptism receptions. Food trucks are also a popular option right now and many of your favorite restaurants often have a food truck available to cater your event. Just be prepared to spend if you choose to do something like this for the holidays- because it WILL be more expensive than usual.
Regardless of what you do, a well-thought out menu with plenty of good food is a sure-fire way to ensure you have an excellent holiday party! Plus, people are exponentially more likely to accept an invitation to comeback again for any future parties if you manage to nail this one!
6. Always Account for the Kids!
This is another point that is often neglected. Especially by hosts who don’t have children, yet invite families who do. They don’t think to consider the kids! This is another big "no-no"- especially when planning a holiday party. As this time of the year is all about spending with family.
Some ways to combat this problem at your winter holiday party, are by planning some age appropriate activities the kids can enjoy. While some of them require monitoring and varied amounts of parental support- they don’t necessarily need to cost too much time or money to plan. Classic, short little games and activities such as: Santa letter writing activities, gift exchange games, scavenger hunts, cookie decorating, ornament painting, and even a piñata go a long way! You can always put a holiday spin on traditional activities too, for example, "Pin the Tail on the Donkey" can easily be turned into something like: “Pin the Star on the Christmas Tree”. However, sometimes just having a dedicated moment to open presents and let kids play
Side note: if you'd like some ideas for holiday gifting this season:
Holiday kid movies are another great idea for tranquil gatherings or to soothe younger kids during evening festivities. Concurrently, pairing supplemental building blocks, puzzles, & holiday coloring pages with the movie can additionally serve to keep the more hyperactive kids entertained as well. Always monitor the younger ones when coloring though and consider establishing a designated area for this activity. Washable markers and disposable table cloths or drop cloths can also help in protecting any furniture in the vicinity against any “accidental” drops of coloring utensils.
Inviting families with kids closer in age is also a great idea to help keep everyone entertained. Kids of the same age can play together, relieving pressure off of their parents. This allows the adults to engage more freely with fewer interruptions. Like adults though, it is important to introduce kids at the party to one another and give them something to bond over to ease the tension!
Lastly, just remember, kids are people too. And just like their parents, they are also guests and deserve to be considered in your planning if you make a point to invite them. So please ensure there are snacks and drinks specifically there for the kids to enjoy. Great tasting food means nothing to a kid if it is not attractive looking or is surrounded by too many vegetables! Hot chocolate & juice boxes, holiday cookies & candies, generic chips, and other fun finger foods are always the safe bet when it comes to kids of all ages!
Good rule of thumb is: if the kids have a good time, usually so will their parents! Remember, kids are easily bored. So if they are at a party with few age appropriate activities, fewer snacks, and hardly any other kids their age- they WILL harass their parents about leaving. And eventually it will work, often well before their parents are ready to go! By taking the little humans’ needs into consideration, you not only improve the general atmosphere of the party- but also help to secure a return by their parents to future gatherings.
7. Tension Breakers & Holiday Party Savers
Let’s face it- sometimes things get weird at the party. The decor might be on point, the playlist is bumpin’, and the food is TO DIE FOR: but for whatever reason, something happens to make things AWKWARD. Maybe you have a fussy kid or one person always trying to steal the show. Whatever it is, deal with it quickly and discreetly ASAP. If you need to pull a trusted confidant in for help, do so- but try not to cause any bigger of a scene than necessary. A good tactic for minor situations sometimes is not to deal with it directly, but rather to usher in a change of pace. This can be done by announcing an activity (such as gift giving) or general environment change (i.e. moving to the kitchen for dinner).
To set and maintain a comfortable party atmosphere, make sure to introduce people to each other and try to give people talking points when doing so. This helps keep things from getting too stagnant. Always keep things flowing! Feel free to pull people into other conversations if you see certain groups are having a hard time acknowledging each other.
It's important to always monitor and maintain the positive party vibe. Check to ensure everyone is enjoying themselves. While you should be mindful of how other guests might be influencing the atmosphere, you should also be vigilant to how your hosting prowess might be effecting the party's flow. People typically like some amount of coordination when it comes to planned events. But a party, especially a holiday party, is usually something that needs to feel a little looser. While you can have a few planned activities for the course of the gathering, be careful not to over do it! It is important not to be too rigid with scheduling and let people have some time to relax, snack, and mingle!
Worse case scenario, if things start to feel a little awkward, try to have a back-up activity people can participate in. Scattegories, Charades, and general card games are GREAT for this! Adult games in general tend to be a great way to break the ice, especially when entertaining a group of people that aren’t very familiar with each other. Just be mindful that the game's complexity needs to parallel the intensity of those who are playing it. When in doubt, always stick to simpler games!
Conclusion & Pro-Tip
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All-in-all, preparation is key! If you want to have a successful holiday party, regardless of it’s size- you NEED to prep. The parties that tend to flop are usually the ones that people did not prep or plan well enough for. Never underestimate this!
Parties can take a lot of time to get ready, especially holiday parties, because they tend to involve a higher degree of coordination with decor and menu planning. But when feeling over-stressed or under a time pressure- just know that decorations are not THAT important. A solid playlist, well-thought out invitation list, a clean and comfortable environment with ample places to sit and talk, as well as appropriate amounts of decent food are the absolute essentials to a successful party. Take a breath and remember, this should be more fun than it is stressful! Enjoy the season's festivities!
Regardless of whether or not you’re planning for a humble gathering with close family & friends or a night of grandeur- you’ll definitely want to organize and prep for a successful soirée! With that, you should be prepared to tackle the task of planning your next holiday party with poise and confidence!!
Happy Holidays!!
Love Always,
Your Natural Gypsy Living Support Team
