A Publicist's Guide to Stress-Free Entertaining

By Melissa A. Vitale 

I barely remember hosting my first family party when I was 17 years-old. However, I do vividly remember my racing heart and constant worry of my anxiety throughout the entire affair. Fast forward to this past holiday season where I seemingly-effortlessly hosted family for Christmas Eve and Day without stress. The big difference? The years of hosting press-events in between. Throughout my career as a publicist, I've arrived nearly-on-time to events hosted by my clients with the promise that everything would be ready upon my arrival; all I had to do was show up. So rarely is this the case for any publicist. I've done everything to unboxing sex furniture unexpectedly delivered from Croatia or booking last-minute talent to cleaning toilets or running across town for last-minute pick-ups of replacements for deliveries that never showed. 

Over the years, I've gotten wiser and show up early to client-run events prepared for the worst yet hoping for the best, with sleeves rolled up to do anything needed to get ready for the arrival of guests and press list. When hosting my own events--whether personal or professional, though often a combination--I rarely feel stress anymore because I've gotten it down to a science.

Be Flexible with your Time-Slots 
Whether renting a space or hosting in your own home, don't expect anything to be on time, it rarely is. Rather, anticipate windows from when you want to start getting the space ready, when to expect guests arrivals, features throughout the evening and when you want certain foods or cocktails served. Create your schedule sequentially rather than based on a certain time. If you want a panel to start or a course to be served within 45 minutes of guest arrivals, don't set your alarm for 7:45 with a 7:00 start time. Rather, wait for enough guests to arrive to signify half, and then plan from there. 

Plan your Preparation in Advance 
Don't think about preparation for the first time the day of an event. Typically a week before an event, I make my schedule for the day of and surrounding the event. If there's tasks I can do far in advance like picking up any decorations or branded material, or creating custom pieces like place cards, food labels, gift tags etc, I schedule those into the four or five days before the event. The day of, I plan for things like when I want the venue to be ready, when I want to be ready, and everything I know I need to do for an event. When I'm hosting in my house, I think of things like when I want to light candles, turn on music. For a venue those can be final lighting, placement of branded materials, bar open etc. If you have childcare to consider, meals to be eaten in between preparing, make sure you're scheduling the required time for those activities. You'll have a lot less stress the day of if you know exactly what you need to do to get through the event without issues. 

Manage Personalities
The more people involved in an event, the better chances there are in delays or last-minute changes. If you're working with a lot of talent, plan for a call-time for each that is earlier than it needs to be and make them aware of it when negotiating the event. If someone is notorious for showing up late, tell them an earlier start time. Don't take chances when you're hosting an event where timeliness is required. 

Articulate Any and ALL Entrance Instructions 
When family members come to parties at my dad's house, there's no need for entrance instructions: everyone has been coming through the side door for twenty-plus years. When your hosting an event in a city, there's a possibility for bells to rung, doormen and security to be screened by, stairs to climb, elevators to ride, door codes, intercoms, coatchecks and I really don't need to go on but absolutely could with all the obstacles there are to get into an event in the city. Unless you plan of having signage from the street to the event, include entrance instructions or risk your guests turning away before entering. 

Use What's On Hand
We all have that last-minute alarm that asks us do we have enough of XYZ. From drinks, food or even branded content from some of my client events, I always worry if I have enough. Before I go running to the store for purchases I probably don't need, I look around me. If I need props for a client I go into my office and all the materials of projects passed and stuff whatever I can into a tote bag before I head to the venue. When I'm thinking about cocktails when I'm hosting, I go through my fruit drawer in the fridge and my bar cart for open bottles and mix something from there. I often find creative solutions that make for a fun party story over the drinks table. 

Always Plan for More 
Especially for after-work or weekend events that don't require a sit-down place-setting, there's a chance a few of your guests may want to bring someone or someones that they're currently with. Always plan enough refreshments for more people, and if there's too much, your guests are usually happy to help make sure there's no waste. 

My mother was a legendary hostess, and she always advocated that when hosting, the only thing you should have to do by the time your guests is open a bottle of wine. With thoughtful planning and savvy thinking, event planning whether on behalf of a brand or friends and family, can bring more joy and success than hiccups and stress. 

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