Every December, the same thing happens. Someone at work says "we should do a holiday party," everyone agrees, and then it's December 1st and the good dates are gone.
We host holiday parties at Cowo & Crèche on Eisenhower Avenue, and we've watched a lot of them come together. The ones that feel easy for the people throwing them have a few things in common. Here's what we've learned.
Pick your date before you pick anything else
Fridays and Saturdays in the first three weeks of December tend to book first. If your group is flexible, a Thursday evening or a Sunday afternoon gives you far more choice, and often a better rate.
At our space, a weekday evening in the Lounge runs $375 an hour, compared with $500 an hour on a weekend evening. For a three-hour party that difference pays for a lot of food.
Count guests honestly, then plan for the room
A room that's too big feels empty, and a room that's too small feels like a hallway. Start with your real headcount: who will actually come, not who you'll invite.
For reference, our Lounge holds up to 120 people for a mingling party with couches and café tables. The Performance Hall seats up to 170 for a seated dinner, awards or a program on stage. For an office party of 40 to 80 people, the Lounge usually fits best.
Decide what the party is for
This sounds obvious, but it changes everything. A thank-you party for your team needs good food, music and room to talk. An awards night needs a stage, a microphone and a screen for photos. A family party needs space for kids.
Write one sentence about what you want people to feel when they leave. Then plan only what serves that sentence.
Don't forget the families
If your team is inviting spouses and children, the planning changes. Parents relax when their little ones are cared for nearby.
This is something few venues offer: our childcare team can watch children ages 16 months to 5 years down the hall while the party runs. It's $25 per child per hour, with a 2-hour minimum, booked 72 hours ahead.
Build in setup and cleanup time
A three-hour party is really a four-hour booking. Plan about 30 minutes before guests arrive for decorations and food, and 30 minutes after for cleanup. Our Celebration package for weekend evenings includes an extra hour for exactly this.
Let the room do some of the work
A venue with sound, lighting and a screen already set up saves you from renting equipment and hoping it works. Our Performance Hall has a 13-foot LED video wall, stage lighting and an AV technician, so a slideshow, a toast or a live band is ready to go.
A simple timeline
6 to 8 weeks out: set the date, the budget and the headcount. Book the venue.
4 weeks out: book food and any entertainment. Send invitations.
2 weeks out: confirm the final count, dietary needs and whether you'll need childcare.
The week of: share parking and arrival details with guests. We're near the Eisenhower Metro, with garage parking on site.
Ready to look at the space?
If you're planning a holiday party in Alexandria this year, come see the rooms. Our Celebration package covers the Performance Hall for a weekend evening, with production, an AV tech and an event coordinator, for $3,800. Weekday and smaller parties are booked by the hour.
Call us at (571) 312-7524 or book a tour. We'd love to help you throw a party your people remember.
