4 Tips for Last-Minute Holiday Party Planning

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1. Offer Finger Foods

Ensuring your guests get enough to eat is a must. If a catering company doesn’t have time to prepare full-course meals for your party, order appetizers instead. Finger foods will be prepared relatively quickly, and you can order large amounts, so your attendees will get their fill. 

2. Be Flexible About the Venue

Your ideal venue might not be available on your desired day when planning at the last minute. You may need to be a bit flexible in this case, as your options are likely to be limited. Ask your top choices if they have any availability during unlikely times, such as a weeknight. With a little creative bargaining, you may score a unique location. You can always use white drapes to provide a white winter glow to the space and add some depth to a smaller room. Uplighting can aid in this effect and will illuminate the walls and the decorations. It's an easy way to transform your party space and adds an elegance that may be missing when you book a last minute venue. 

If you are unable to book an alternative venue before your holiday party, you can always host the event at the office. This will save you money so that you can take the funds from the rental space and move them towards decorations, AV equipment rentals, larger catering choices, and so on. Through utilizing the AV lighting, sound, and display equipment, you can trust that your office space will be transformed in time to provide the perfect backdrop for your holiday celebration.  ITA will work with you in order to ensure that you have premiere lighting to update the office look, quality sound services to make sure that you are able to amplify your office party playlist, and visual displays that make you feel like you aren’t in your typical work place at all. 

3. Get Professional Assistance

While you may be able to set up and run audio visual equipment, doing so will take your attention away from other issues. That’s why many party planners hand off duties to a professional AV company. An experienced technician will set up audio visual devices quickly and efficiently, providing everything from gorgeous uplighting to speakers for music to a display show of staff photos, holiday themed movies, or wintery scenes. A professional technician can troubleshoot issues if they arise, which allows you to focus on more pressing coordination.

4. Focus on Easy Decor Setup

With a limited timeframe, you may not have the bandwidth to come up with elaborate decor for the party. If you’re working with an AV company, ask them to use a holiday-themed gobo—stencils placed over lights to project an image on a dedicated surface. Think snowflakes, trees, and presents. You can also put together a photo collection of employees over the past year or play holiday movies. Other options include red and white plants, tree ornaments, and artificial snow to cover the decor.  


Whether it’s a corporate retreat or a charity fashion show, if you’re planning an event in the Greater Cincinnati/Northern Kentucky, Dayton or Columbus , we have the experience and the equipment to handle it all. With more than 35 years of experience and happy clients throughout the Tri-State area, we’ll bring your vision to life. ITA understands every event is unique, so you never have to worry about compromising your ideas to fit a package deal; we customize every detail to your needs. If you’re proficient with audio visual equipment, we also offer rentals. Call us at +1.800.899.8877, or email us at sales@ita.com to learn more about our services.

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