Ever wonder why there are certain holiday parties that business colleagues anticipate with enthusiasm, while other parties make their way into the category of mild interest and obligation? What makes these soirees so special? 

‘Tis the season when business owners host holiday events, and calendars fill up like game cards. What many of us do not realize is that the success of these November and December parties depends not only on the style and personality of the hosts, but also on the rules of business etiquette.

Whether you are hosting a formal dinner, a cocktail hour or a mass buffet, remember, warmth, enthusiasm and overall spirit count. No matter what type of event you are hosting, keep these corporate etiquette tips in mind, and yours will be the next one to shine.

1. Invitations: Plan early and wisely. Consider customer and employee diversity. Please keep in mind that a “Christmas” party may alienate some colleagues. “Holiday” parties are seen as more inclusive. Include all the necessary information for guests on the invitation – especially RSVP, attire and ending time. Send electronic and printed invitations 30 days ahead for the holidays. Send reminders. Follow-up with non-responsive guests, as invitations get lost every year with the holiday crush. Clearly convey to recipients who is invited to the party. If spouses and children are not invited to the party, say so. If the invitation is limited to two people, state, “guest and date only” to avoid confusion. Guests appreciate a well-written invitation.

2. Guest list: Prepare the guest list carefully; it is the key to a successful event. If your party includes clients, consider circulating an internal company email of your best clients’ photographs with short bios before the party. Make sure your staff recognizes and is prepared to visit with top clients about their interests. Business etiquette is about others being comfortable in your presence and the environment your company creates.

3. Hosts and logistics: If the event is a corporate party, there may be multiple hosts – owners, partners and directors, for example. Plan an event that reflects well on all hosts. Choose an appropriate location, control alcohol flow, make sure the food stays fresh and replenished and take guest interests into consideration. Think about whether a daytime or evening event would be more convenient for guests. For colleagues with children, arranging childcare for an evening party may be a challenge.

4. Secrets of the etiquette pros: Eat a small amount of protein before the event so you are not hungry as a host. Place clean, crisp business cards in your right jacket pocket. Keep your right hand free for handshaking. At a buffet, do not place more than three items on your plate. With passed hors d’ oeuvres, pick up the item with a toothpick, tongs or a napkin, place the item on a napkin or plate first, then place it in your mouth. It is impolite to remove food from the server’s tray and pop it directly into your mouth. Avoid eating in the buffet line.  

5. Greeting guests: Think like a happy guest. Provide a warm and friendly environment. Select music of an appropriate genre and volume that allows for conversation. Make sure guests are warmly greeted when they first arrive. If you have hired a photographer, make sure to instruct the photographer and provide an escort to help capture the right shots. Provide an area for the photographer, gifts, coats and wraps. Designate a friendly face for greeting guests and wishing them good night upon their departure for the evening. To keep security tight, provide a single entry and exit area with a guest check, and alert guests about security beforehand via invitation and email.

6. Introductions:  It is the host’s responsibility to make sure guests are introduced. A good introduction includes adding something of interest about each person to get the conversation going such as “Lauren handles our outside marketing efforts,” or “Jason is our creative website designer.” The guests will take it from there, as you then excuse yourself to mingle. 

7. Circulate: Enjoy the event! Hosts are mobile ambassadors expected to work the room and participate in the party. There is nothing worse than going to a party where the host stays with or monopolizes one or two people the entire time. A good host will mix and mingle with all guests. Show personalized attention to as many guests as possible. Guests attend because you invited them, and they want to visit with each host for a few minutes.

8. The woozy guest: Even when the drinks are not overly strong and there is plenty of food, every host and hostess should prepare for the possibility of the inebriated guest. If any guests overindulge, stop serving them, and make sure they arrive at their destination safely. Advising the bartenders to refuse to pour more alcohol for an inebriated guest may be awkward, but it is necessary. Be prepared to tell the guest in private that the bartender cannot serve him or her additional alcohol. The guest may be embarrassed or insulted at the moment; however, he or she will be thankful the next day.    

9. Appreciation and send off: If one of the hosts cannot personally do so, make sure to have an appropriate person designated to stand near the exit to thank your guests for attending and say goodbye. A party favor or bottle of water may be appropriate at this time. If you know they brought a gift, add a verbal thank-you. It is not necessary to send a written thank-you note for a small hostess gift. However, elaborate gifts require written thank-you notes.

10. Uninvited guests: If an invited guest brings along three unexpected friends to the company cocktail party, it is difficult to turn them away at the door. Remember the mantra that “Blessed are the flexible, for they shall never get bent out of shape.” Although it is discourteous for a guest to bring someone uninvited, be gracious. Polite hosts make the best of those little surprises that invariably occur.  

11. Corporate debrief and photographs: It is helpful to assess the event right away and plan ahead for next year. After the corporate holiday party, invite the team to email their thoughts within 24 hours. Compile the observations. Meet briefly to review the strengths and weaknesses of the event. Was everyone comfortable?  

12. Social media: Promptly post holiday party photographs with a written thank-you message for customers and colleagues to enjoy. Make sure employees understand the company policy on social media and appropriate postings.

Successful holiday parties are the satisfying outcome of a host who prepares and thinks like a guest. Master these modern holiday entertaining manners, and you will succeed as a host. Your guests will go beyond thanking you – they will clear their calendars to ensure they can attend every year.

For more information on corporate and individual training, contact Sharon Schweitzer, JD, Corporate Etiquette & International Protocol consultant and founder of Protocol & Etiquette Worldwide LLC, at sharon@protocolww.com, 512-306-1845, 512-431-5355 (cell) or @austinprotocol on Twitter. You may also visit www.protocolww.com or www.facebook.com/protocolww.