Plan an event that puts everyone at ease, says Cohn Restaurant Group’s Lesley Cohn. (photo/alandeckerphoto.com)

planning a holiday party for a local pharmaceutical company was giving Rina Katoe a huge headache. She had to find a central location with enough room for the company’s staff of 1,500 and no such place existed. Instead, she thought outside the box.

“We ended up having the party in the company parking lot,” recalls Katoe, sales manager for The Event Team, a local destination company. “We erected three tents connected by tunnels and transformed each tent into a different theme. It was very labor intensive, but turned out really well.”

Best of all, the party accomplished several major company goals. Attendance was high thanks to the central location, the event showcased the company’s new offices and the staff, says Katoe, had a wonderful time.

There’s a reason holiday parties are still such a strong tradition. Not only do they promote corporate unity and show employee appreciation, they’re often a plain good time — especially if done right. And that’s where the pressure comes in for the designated company party planner to hit a bull’s eye in the mistletoe.

Choosing the right location for a holiday party is critical. Because of San Diego’s thriving hospitality industry, holiday party planners have a record number of venues to choose from. Selecting the right one takes more than just looking in the phone book or online. Local hospitality professionals offer several tips:

Set Goals: As with Katoe’s parking lot bash, evaluating the purpose of a holiday event is the key to its success. “Companies need to know what they want out of the party first,” advises Lauryn Hudson, director of sales for the House of Blues. “Is it employee retention, boosting company morale or celebrating a successful year?”

Set Budget: How big is the company pocketbook? A holiday party can cost up to $150 or more per person. A set budget excludes certain venues right off the bat. “If you want to buy a Mercedes, you don’t go to a Mercedes dealership with enough money to buy a Ford,” says Megan Burgess, general manager and corporate sommelier for Roppongi restaurant.

The choice to serve alcohol bumps every budget up a notch. “Plus there’s tax and gratuity to consider,” Burgess says. “It’s best to work backward. Start with the budget and divide that per person, then make decisions on venue, food and drink.”

Megan Burgess from Roppongi advises starting with a realistic budget - or the party might be over before it even starts. (photo/alandeckerphoto.com)

Set Attendance: Who is invited? “Adding spouses or significant others doubles the guest list,” notes Rebecca Milkey, director of marketing for Hornblower Cruises and Events. Still, “People relax more when they can bring a spouse.”

Size does matter when selecting a venue, as not all locations can handle large parties. “There are only a few venues in San Diego beside hotels that can handle a sit-down dinner for over 600 all on one level,” says Katoe, citing the San Diego Air & Space Museum and the Midway as examples.

Set Mood: While casual holiday parties have become more popular, a formal sit-down dinner still has its merits. Everyone, from the top brass down to the janitorial staff, should feel comfortable.

How about livening things up with a festive theme, such as a casino or Mardi Gras? Themes encourage the type of interaction that make a party memorable. Entertainment also can create an unforgettable mood.

“People have something in common at work, but they may disconnect outside the office,” says Lesley Cohn, CEO of the Cohn Restaurant Group. “It’s a challenge to make people feel comfortable. After all, that’s why you’re having a party. So take the group into consideration before picking a venue.”

Set Menu: Forget the traditional party menu and try something different. How about Thai or a barbecue? Brooke Migdall, catering sales manager for the Hotel Del Coronado, suggests adding a signature drink. Candy cane martinis, for example, make a holiday bash all the more distinctive, she says.

A sit-down dinner is more formal, while a buffet is more casual (and less expensive). “I suggest food stations rather than one long buffet because they allow people to graze all the time and move around the room,” says Michel Malécot, owner of The French Gourmet, a full-service catering company.

Set Timing: There are only three weekends in December for events, two in Balboa Park (due to December Nights). Most Friday and Saturday evenings are booked earlier in the year, but alternative times, such as weeknights and during the day, may still be available. As a bonus, these times can be more affordable.

“We’re seeing more and more holiday parties in January,” says Katoe. “This allows companies to avoid paying a premium and having to compete with other parties.”

Set Location: “Pick a location that companies will be ‘wowed’ by,” suggests Milkey. “It will feel like a gift to the employees and be well attended.” Instead of the typical hotel ballroom or banquet hall, try moving the party to a museum (where the decor is already attractive), a cruise ship or a skating rink.

Many all-inclusive venues have catering managers who oversee the party details. For other locations, a professional party planner can manage the catering and facility needs (such as renting tables and chairs and getting permits).

The best advice for choosing a great party location? “Keep it exciting,” says Burgess. “You want the people attending to feel special. That’s the best part of a holiday party.”