Preparing for a Cocktail Party or Open House

author: Terri Michael

Getting ready for party can be very stressful. Why not help yourself and follow these steps.

One Month to Three weeks before

	Reduce your workload and enquire about a caterer, cleaning service, and party rental supplies.

• Set the party date and mail out invitations
• include RSVP, Regrets Only, by a certain date, say - one week to two weeks after invites have been mailed. As the deadline approaches you can take a few minutes to phone those you haven't heard from.
• If planning on using a caterer, florist, or rental company, contact them now – especially during the Holiday Season - they can get booked up very quickly

It’s all about lists now:

• Caterer – a) Before you call him, consider what you may want to serve, e.g. hot or cold hors d’oeuvres or canapés; or do you want to offer more of a meal etc. b) How much do you want to spend per person – based on the figure, your caterer will give you the appropriate food options. c) Have an idea of how many people are coming – you can always confirm the number later. d) Decide in advance, whether you’d like him to arrange for rentals, or whether you’d like to take care of the details yourself. e) Will you need a barman, or server? These people will set up, prepare, serve and cleanup. They generally charge $100 each for a 5 hour evening.
• If you’re preparing the food yourself, now is the time to plan a menu. Make a complete list of absolutely everything you’re going to need, including the little things, like condiments, mustards, dips, citrus and so on. Don’t forget ice.
• Rental Company - Best part about using a rental company, is that you don’t have to wash any of the rented items. Simply box everything up, and send it back. Your presentation is also more attractive if there’s some uniformity and elegance to your table – that’s hard to achieve if you have to mix and match your ‘good’ dishes, with your everyday stuff. Your rental list can include:-
  • Platters – pick platters that are similar in style, but different in shape. Combine square, rectangular, and oval ones, to add visual interest to your buffet table. Do you need bowls?
  • Glass rentals start at about $6 a dozen, so plan on 2 wine glasses per person, and throw in an extra dozen, just to be safe. Add 1 cocktail or highball glass per person, and again, throw in an extra dozen.
  • Depending on the type of food you’ll be serving, napkins and appetizer plates are usually sufficient, with a stack of forks alongside.
  • Don’t forget to order all the linens you’ll need.
  • Large rental companies offer everything from napkin holders, ashtrays, and vases to ice buckets, candle holders and coffee makers. How far you go is up to you. Make your list, and check it twice.

	Use our simple bar planner to determine how much spirits, wine and beer you will need.

Two Weeks Before

• Buy your beer, wine, alcohol and mixers (preferably a quality mix like Schweppes)
• Consider making your party memorable by having small parting gifts for your guests. Make a list and pick up your gifts. Depending on the number of people attending, you can have a basket by the door with candles, festive cookies, mini chocolate boxes or anything else that catches your eye, to give each guest as they’re leaving. The Christmas Eve Open House at my place, usually attracts anywhere from 50 – 70 people, so I have opted in the past to offer parting gifts just for the children. The numbers are a little more manageable, and the gifts can be a lot of fun.

	Scrumptious and unique cocktail appetizers ideas! more »

One Week Before

• Buy all the main grocery items you’ll need except for fresh produce
• Clean the main part of the house

Two Days Before

• Any meat, poultry or pies can be prepared and cooked today and refrigerated. Do not add any sauces, gravies, or citrus to your foods until you serve them.
• Crudités and dips can be prepared today and stored in the fridge.
• Put your basket with the parting gifts, by the door
• Create a coat check. Use a guest bedroom or rent a coat rack. Clear an area away from the front door for winter boots.

One Day Before

• Pick up the ice (about 1/2 lb per person)
• Have all the rental items delivered and set up your holiday table with linens, cutlery, plates etc; if needed, arrange your furniture in the main party area.
• Have the florist deliver fresh flowers today, or buy fresh flowers in the evening and arrange them in vases in key spots throughout your home.
• If you’ve hired a barman, put everything he’s going to need in one spot and he’ll set it up the way he wants to.
• If you’re setting up a self-serve bar, put your alcohol, 2 bottles of wine, corkscrew, citrus, and a handful of highball and wine glasses, on your table. Make sure the mix and the rest of the glasses are easily visible, and accessible. Put your beer in the fridge.
• Salads or vegetables can be prepared, or cooked today and stored in large baggies. (Baggies take up less room in a fridge, than plastic containers). Do not add salad dressing to fresh produce until serving time. Other salads like bean, macaroni, rice, and potato can be ‘dressed’ the day before.
• Any seafood dishes can and should be prepared the night before. You don’t want your home smelling like ‘shrimps’ when your guests walk in. Again, store your seafood in baggies, until serving time. If you're serving whole fish, wrap carefully in foil or plastic wrap and store in the fridge.

It looks like a lot of work on paper, but in fact, with a few lists in hand. and by doing most of the planning, preparation and cooking in advance, you’ll be less likely to panic or get flustered as Party Day approaches. With some 20 or so Christmas Eve Open Houses under my belt, I can safely tell you that party planning does get easier with practice!

Cheers

Terri Michael