Planning Guide for Seasonal Gatherings

1. Mix and Mingle — When you’re hosting guests who
   don’t know one another, use this tip to encourage mingling: Send out
   questions in advance (topics might include movies, foods, sports,
   pets, trivia, etc.). When guests arrive, have them try to learn which
   guests go with which answers. Find more ideas
   here.
2. Fun for Everyone — Set up a jigsaw puzzle as a
   low-key mixer for the quieter guests. It’s an easy conversation
   starter.
3. Make Ahead — Cookies freeze well, so don’t wait
   until the last minute. Bake ahead! You can do the same with many hors
   d’oeuvres. Here’s a great site for make-ahead ideas:
   Martha Stewart: Make-Ahead Appetizers.
4. Get Together — White elephant gift exchanges, Name
   That Tune, and charades are great ways to get all your guests
   together. Or consider making a craft or charitable activity the
   center of your event. For example, you might have guests wrap gifts
   for a local charity.
5. Food & Beverage Organization — Before the party,
   set out all the serving dishes and mark their locations so it’s easy
   to set up your buffet at the last minute. Help guests keep track of
   their beverages with stickers for plastic cups or wine charms. Set up
   a self-serve beverage area with a variety of refreshment options so
   you can spend your time hosting instead of refreshing drinks. Don’t
   forget the non-alcoholic options.
6. Happy New Year — Decorate a birch branch for your
   New Year’s bash using streamers, party horns, hats, and other décor
   from the dollar store. Or choose a bare branch from your lawn and
   spray-paint it silver. Gather your alarm clocks, use them to decorate
   a table, and set them all to go off at midnight!

Make your big event smooth and seamless—from menu design to vendor
coordination to onsite management—by starting with a plan. We’ve gathered
ten easy-to-follow tips from our special event pros to help you get
started. If you need help along the way, let us know.

1. Set a date. Consult all the key individuals and check
   itineraries to zero in on a date that will work for everyone. Do
   consider weekends and evenings.
2. Set a budget. Perhaps you have a department budget
   already set aside. If not, or if this is not an official U-M event,
   decide how much you can spend before you commit any dollars. The number
   of attendees will be an important factor in setting your budget. If you
   are planning what may become an annual event, keep detailed notes for
   future planning purposes.
3. Delegate! There’s no need to make this a
   do-it-yourself project. Why not share the load with colleagues? It will
   mean less stress for you and allow others to participate in the event’s
   success.
4. Choose a venue. Once you have your date and budget and
   a reasonable idea of how many people will attend, you can start shopping
   for the ideal location. Think about what type of room setup you’ll need,
   as well as any enhancements such as AV equipment or podiums.
5. Develop a theme and entertainment. The purpose of the
   event will help dictate a theme, décor, entertainment needs—such as a
   DJ, live music, or an automatic playlist—and even the menu.
6. Engage vendors as needed. Now is a good time to engage
   the vendors you’ll need. Your venue can provide a list of preferred
   vendors for everything from special linens and flowers to live
   entertainment and photographers. These vendors are credible and
   reliable, so you can save time searching for options.
7. Select a caterer. Once again, your budget and type of
   event will drive your menu, but the menu options are plentiful. We
   highly recommend the services of
   M|Catering.
8. Define your alcohol policy. Providing a complimentary
   event is key to a successful celebration, but you should not feel
   obligated to provide unlimited bar service. For budget concerns, guest
   safety, or liability reasons, many businesses provide one or two
   complimentary drink tickets plus a cash bar. We encourage you to talk
   with your event manager about options.
9. Send “Save the Date” messages and invitations. Give
   your guests as much time as possible to work your event into their
   calendars. Think about sending save-the-date information weeks or even
   months in advance to ensure a good turnout, then follow up with the
   invitation when you have all the details in place.
10. Have fun! With all the work you’ve done in the planning
    stages and with the proper team and vendors in place, you should be able
    to relax and enjoy your event.

With the Michigan Union closed for renovation, there are fewer on-campus
venues available this year, so make your reservations early. Here are
some resources to consider:

• 
  Venues at the Michigan League, Pierpont Commons, and Palmer Commons
  

Going off campus? Let us bring the festivities to you. Keep in mind that
M|Catering is available, even for events in private residences. We can
provide turnkey services including wait staff, serving tables, and food
preparation, and we’ll leave the kitchen clean and sparkling afterward.

For the easiest celebration ever, there’s only one thing you need to do:
Call us! Here are just a few of the U-M departments whose events we
helped with in 2017:

• Duderstadt Holiday Party, 100 guests, Duderstadt Center
• MedEquip Winter Appreciation Event, 130 guests, MedEquip office
• Transportation Services Holiday Party, 125 guests, Transportation
  Services office
• Cardiac Surgery Holiday Party, 40 guests, Cardiovascular Center
• Oral Surgery Holiday Party, 140 guests, Matthaei Botanical Gardens
• School of Information, 200 guests, SOI offices
• Central Power Plant, 25 guests, Palmer Commons

Need an appetizer that’s easy, fancy, and positively delicious? Place a
round of soft cheese—goat cheese, brie, or camembert—on a pretty tray and
slather it with fig jam. Garnish with grapes, crackers, and fresh figs.
Cut out a wedge to help get the party started. Then stand back and wait
for compliments.