Every year it sneaks up on someone. It is November, the calendar is filling up, and the company holiday party still does not have a home. If that someone is you this year, take a breath. A great holiday party comes down to a handful of decisions, and once those are made, the rest falls into place.
This guide walks through how to plan a company holiday party near St. Louis, from picking a date to keeping the night on schedule, with a look at how teams use the Grand Hall at Romaine Valley in Fenton.
Start with the date
December weekends are the most requested nights of the season, so the date is the first thing to lock down. A few things to weigh:
- Friday or Saturday night. The classic choice, and the first to go. If your team is spread out or has young families, a Friday right after work can be easier than a Saturday.
- A weeknight. A Thursday party often means more open dates and a crowd that still makes it home at a reasonable hour.
- Early December or January. Plenty of companies skip the December rush entirely and host a “new year kickoff” in January. Same celebration, much less competition for dates.
Pick two or three dates that work before you call a venue. It makes the conversation much quicker.
Get a real headcount
Your guest count shapes almost every other decision: the room, the catering order, the bar and the table layout. Decide early whether spouses and partners are invited, since that can nearly double the number. Send a save the date as soon as the date is set, then follow up with an RSVP a few weeks out.
The Grand Hall at Romaine Valley seats up to 350 guests, so there is room for a small department dinner or the whole company, with space left over for a buffet line, the bar and a dance floor.
Decide what kind of night it is
Before you plan the details, decide what you want people to remember. Most holiday parties fall into one of these:
- A sit down dinner with a toast from leadership and a relaxed evening after.
- An awards night that recognizes the people who carried the year.
- A party first evening with a DJ, dancing and heavy appetizers.
- A daytime gathering, like a catered lunch with games, for teams that would rather not do a late night.
Romaine Valley has hosted company days in the Grand Hall before. The Ameren team used it for a full day of meetings, a catered lunch and an afternoon treat at the stone bar, with round tables facing the stone fireplace for presentations. The same room turns into an evening party with a quick change of the lights and tables.
Food and drinks
At Romaine Valley you choose your own caterer, either from the preferred vendor list or a company you already love. The Grand Hall has a full kitchen for your caterer to work from. A buffet is the most popular choice for holiday parties because it keeps people mingling, while a plated dinner feels more formal for an awards night.
For drinks, the stone bar sits right inside the hall, and Romaine Valley offers bar packages so you can match the bar to your budget and your crowd. A good rule for company events: decide ahead of time whether the bar is open the whole night or just for a set window, and plan plenty of non-alcoholic options.
Set the mood
A holiday party does not need a huge decor budget. The Grand Hall already brings a lot to the table: chandeliers overhead, the stone fireplace and warm lighting. Add a few touches and it feels festive:
- Simple greenery and candles down the center of each table
- A photo backdrop for team pictures
- Music that starts soft during dinner and picks up after
- Small favors or a raffle at the end of the night
When guests want a break from the crowd, the covered patio right outside the hall is a nice spot for fresh air and conversation.
Build a simple timeline
A loose schedule keeps the night from dragging. Here is a sample for a four hour evening party:
- Arrival and drinks (first 45 minutes). Appetizers out, music on, people settling in.
- Dinner (next hour). Open the buffet or start the plated service.
- Toast and recognition (15 to 20 minutes). Keep speeches short. Thank the team, share a few highlights and hand out any awards.
- Dancing, games or dessert (the rest of the night). This is the part people talk about on Monday.
- Last call and send off. Announce the last call so nobody is surprised.
Make it easy to get there and get home
Parking matters more than people think, especially in December. Romaine Valley has plenty of free parking right on the property in Fenton, just outside St. Louis. For companies that want to go the extra mile, a shuttle or rideshare codes for the ride home are a thoughtful touch.
Your holiday party checklist
- Pick two or three possible dates
- Set the budget and the guest list (with or without plus ones)
- Book the venue
- Book the caterer and choose a bar package
- Send save the dates, then RSVPs
- Line up music or a DJ
- Plan the toast, awards and any raffle prizes
- Share parking and arrival details with your team
See the Grand Hall in person
The best way to picture your party is to walk the room. Take a look at our holiday party and corporate event venue page, then reach out to check your date. You can also call us at 636-748-5683. We would love to help your team celebrate the year.
