A Special Job

How to organize a promotion-worthy office party

BY JANE KIRBY

You've volunteered (or been volunteered) to organize the office holiday party. In the best possible scenario, the company would turn over a blank check, and spring for a caterer, musicians, and a wait staff. Reality, however, dictates that you and your colleagues will probably plan, serve, and clean up after the event. So how do you get the job done with the least hassle and the best results? The first rule is to make lists-lots of them. Then follow these other party-tested tips.

The Planning:
Think about who will attend and what time the party will take place. A noontime lunch, an afterwork get-together for cocktails, or an evening dinner with spouses will each demand different menus, setup, and space requirements.

Get help. Post a sign-up list for planners, cooks, servers, and clean-up crew.

The Menu:
Plan the menu. For a casual party, request only the types of dishes you need (appetizers, entrées, etc.), and let your colleagues choose exactly what to bring. A more formal affair demands greater control; plan the menu and provide recipes if possible, as well as serving dishes.

Try to stick to items that can be served from bowls or large platters. (Hors d'oeuvres parties sound easy, but they require lots of servers and platters.)

Avoid hot foods. It's tough to keep them the right temperature, unless you can serve them from a chafing dish or warming tray.

Plan foods that can be eaten standing up with only a fork or spoon.

Allow noncooks to participate by incorporating store-bought items into your menu. Artful arrangements of jarred sun-dried tomatoes, canned smoked mussels, stuffed grape leaves, marinated artichoke hearts and mushrooms, assorted salamis, cheeses, and roasted peppers make great, nearly instant party food. Platters of cold cuts or crudités can be ordered from the deli. Ditto cooked shrimp, olives, breads, cakes, and cookies.

Be sure to calculate the necessary amount of food correctly. How much is needed will depend on how many people you'll be feeding and the time of your party. Luncheons require less food then evening parties. Based on recipes that serve 6 to 8, a dinner for 30 people will require: six quarts of crudités or other appetizers (about 3/4 cup per person), three entrees (at least one vegetarian), one green salad (three batches), one pasta or rice salad (three batches), a vegetable dish (four batches), three loaves of bread, and three kinds of desserts. The more items you plan, the smaller the portion sizes can be.

Don't skimp on the bar. For a three hour party, expect each guest to have two to three drinks. A one-liter bottle of soda will serve three to four people. And don't forget the lemons, limes, and lots of ice. If you go the liquor route (corporate policy will dictate what you may serve), the basic bar should be stocked with one bottle each of scotch, vodka, gin, bourbon, light rum, and dark rum, plus juices (orange, cranberry, tomato). Use the soda formula to calculate wine consumption. Click here for more information on how to set up the perfect party bar.

The Setup:
Set up the food and beverages in several spots in the room. That way, everyone won't be crowding around the same buffet table at once. Make sure there are plenty of napkins and plates at each station.

Double up on everything. People tend to leave their glasses, plates, and flatware wherever they wander, so you'll need twice the amount as the number of guests.

Serving:
Stack plates at the start of the buffet line, and place flatware and napkins at the end. That way, guests have less to balance while they serve themselves.

Place the foods that you have in the greatest quantity first in a buffet line. This includes items such as bread and salad.

Consider creating a dessert bar. Serving coffee, tea, and desserts in a separate spot means that you don't have to clear the main meal to make room for them.

Be sure to thank and compliment each colleague who helped you organize the party. You might want to toast them publicly. Not only is it good manners, it's also good corporate strategy.