Timmery Pearl, catering manager for the Ladeki Restaurant Group, says a company with a small guest list can still find a venue for a holiday party.

Event planner Tiffany Jacobs couldn’t believe it when she received a last-minute call from a company wanting to put together a holiday party for 25 guests. But the assignment kept getting tougher: The company also wanted to tie in a holiday show with dinner. And it wanted to be able to walk from the restaurant to the theater. All of this, months after most corporate events have been thoroughly planned and booked.

Still, Jacobs, the coordinator of design and management for Destination Concepts, pulled it off. “It was very hard to find a venue that late in the season,” she admits. “Restaurants and venues book up months in advance. It took a lot of work, but we made it all happen.”

As anyone who has attempted to plan a last-minute holiday party can attest, it isn’t an easy task. Local event planners, restaurants and other venues plan parties all year round and they know how to put a holiday bash together in a heartbeat. So we asked for their advice on creating the perfect party on a short timeline.

Be Flexible With…

The Date: Many companies begin planning holiday parties well in advance. “So you know that by the time you call in the fall, most Friday and Saturday evenings are booked and probably Sunday brunches are too,” explains Mike Morton, president of Brigantine Family Restaurants. “So you have to be flexible or you’re out of luck.”

Mark J. Dibella suggests having two dates available when approaching a venue. “That way, if a venue is booked for the date you ask about, you can offer a second date,” says Dibella, director of sales and marketing at the U.S. Grant Hotel. In fact, a second, less desirable date could come with benefits. “As the holidays approach, venues need to fill all the dates,” he adds. “So they may give you an incentive to book a date they haven’t sold yet, such as a price break, an extra course or a champagne toast.”

The Size: A company with a small guest list can still find a venue. “For a party with 20 to 30 guests, there’s still a lot available,” points out Timmery Pearl, catering manager for the Ladeki Restaurant Group.

If a company is large, separate department parties may be the way to go. “It’s easy to find rooms for smaller parties,” says Dibella. “We have many smaller rooms that are really the most charming in the hotel. They have arches and interesting architectural features you won’t find in a ballroom.” One such room was once the men’s smoking room and it boasts beveled mirrors, a turn-of-the-century chandelier, seven different types of wood and a fireplace.

The Timing: End-of-the-year parties are becoming increasingly popular. Companies don’t have to pay the holiday premiums, fight to get a booking or compete with other parties. “This covers a lot of bases, especially religious issues,” says Dibella. “Do it as a wrap-up event for the year.”

Create a Venue

When all the restaurants are booked, it may be time to look elsewhere. Museums, cruises, theaters or club lodges may be the answer. Sometimes, these venues mean bringing in the food, the décor and the seating. Renting tables and linens plus the caterer can be a little more costly than a restaurant. “Catering an event makes it more high end,” says Pearl. “However, most catering companies can still be booked late in the season.”

Use a Professional

The key to a last minute holiday party can often be hiring a professional to find the location and oversee the myriad of detail involved. “We’re very familiar with all the venues in San Diego,” says Jacobs. “We can take your budget and party size and we know which venues to not call, which saves time. For example, if it’s not that big of a budget, we know not to call Bertrand’s at Mr. A’s. But most people don’t have that kind of knowledge.”

For those who decide to create their own venue, an event planner is even more essential. “Try to find a company who does all the planning for you,” advises Rebecca Milkey, director of marketing for Hornblower Cruises & Events. “They’ll get the décor, the permits, the tables, chairs and linens.”

The short planning time can also make a professional planner indispensable. “So many details can be forgotten in the rush,” says Pearl. “Handing that job over to an event manager can make sure all details are taken care of.”

Be Responsible

One issue that is always a concern at a corporate event is drinking, doubly so if it is a New Year’s Eve bash. “Open the bar for a limited time and stagger those times,” suggests Dibella. “If you leave the bar open all night, it leaves a company open to liability. Another possibility is drink tickets, although you want to be sure that someone who doesn’t use them doesn’t give them all away to one person. And there’s always the option of hotel rooms at a discount, so they can take the elevator home.”

Throwing a holiday party at the last minute can be daunting, but it’s possible. “Planners just have to recognize that they may have to compromise their ideas for the event,” says Pearl. “By using the resources at hand, a holiday party can still be quite memorable.”