If the assignment to organize the holiday office party just landed on your desk, don’t despair. Although many planners have already set the ball in motion, it is still possible to pull off the perfect party with minimum hassle. Whether the party is already in full-gear or just a rumor around the office, the secrets to a successful event are attention to detail and a touch of inspiration. It’s as simple as answering a few key questions, coordinating pre-party tasks and setting out to provide - and have - a good time

    Image is everything

    Experienced party planners agree - before spending a cent, one question must be answered: What image is this year’s holiday office party supposed to portray?

    The guest list dictates the answer, which impacts the budget, facility, menu, entertainment and decorations. A party designed to impress clients often calls for a formal and detailed affair. If families are invited, it makes sense for Santa to make an appearance.

    Beth Richardson, marketing assistant for the Downtown consulting firm KEA Environmental, organized her first holiday party last year, and is planning her second. She was on the job only six months when given the assignment - plan a party for 250 guests including employees, clients and families.

    In retrospect, she is not sure it was the best idea to mix an open house celebrating the company’s new location with the family-oriented holiday party. "Some employees resented the fact that it was more of a marketing party than a holiday party," she notes.

    Richardson advises planners to keep on top of the guest list. She circulated the invitation list without making it clear that she needed names and addresses. It came back with about 15 names with no addresses, requiring her to spend precious time researching. "A biting memo on the front is a good way to make sure you get the information you need," she suggests. Remind employees to include an address, or their guests will not receive an invitation.

    And, she says, make sure all employees, even those who work off-site, know about the party. If a client shows up looking for his or her contact, and that person doesn’t know about the party, it looks bad for the company.

    In-office or out?

    Having a party in-office or taking it elsewhere both have their benefits. The Downtown law firm Pillsbury Madison & Sutro always has the party in-house, says marketing coordinator Daunia Scarsella, who has planned these gatherings for 12 years. With a number of conference rooms and auxiliary spaces, there is plenty of room for the 200 guests to wander about. Santa hangs out with the children in one room, and other rooms are devoted to different courses of the meal.

    A company with only a handful of employees or a small budget might consider a potluck-style event, or having a caterer simply drop off the food. These plans require personnel involvement in all stages, from set-up to clean-up.

    On the other hand, taking a party off-site gets employees out of their environment, says Tom Voss, director of food and beverage at the Hyatt Regency San Diego. "You feel good because you go into a nice-looking place and the employees know what they're doing."

    Dennis Pearce, operations manager for Barney & Barney in the Golden Triangle, agrees. He has been planning the office's holiday parties for 15 years. If the budget allows, going off-site and having a caterer, "makes you feel like you just stepped into a Rolls Royce," he says. Pearce has planned parties at such unique locations as Balboa Park's Museum of Natural History.

    Catering choices

    Unless an office staff wants to execute the entire party, a caterer is appropriate for both on-site and off-site parties. However, caterers book up fast for the holiday season, so it is important to plan early.

    Stacy Failing, catering manager at Mission Valley-based A Catered Affair, strongly suggests reserving the date and caterer two to three months in advance. Other caterers suggest starting even earlier, up to a year in advance.

    "If it’s October and you just started planning, flexibility is important," suggests Voss. "It might even work in your favor to get a better deal."

    Flexibility with dates is key when planning late in the game. Don't expect to negotiate a deal for a Friday or Saturday night party - those dates are gone. But a while standing, choose food that is easy to handle (no dripping sauces).

    A well-planned party with enough food, drinks and entertainment will run itself. Before it starts, identify the caterer's pre-designated party manager and address any complaints or concerns during the event to that person, not to the employees.

    As soon as possible after the party, sit down with some co-workers or the planning committee and do a critique. Write it down and file it for next year. And mark the calendar to set a plan in motion for next year’s party. January is not such a bad time to reserve a caterer and space. When getting ready to party, there's no such thing as planning too far ahead.