Opinions Sought on Large Scale Cocktail Party

10 years ago

Our choral society is having an end of season party on a Friday night in May. The last concert is the night before and the music is Celtic. The hosts are the board of directors, eight very active members. Guests are the choir members, our top two donor levels ($1000+ givers this season) and our program advertisers. Everyone gets a plus one. We are thinking we'll have between 80 and 100 attendees. Our guiding principle is an Irish pub evening. We are having it downstairsat our house, inside and out between the patio / backyard / decks / lower level.

The board members will handle food, and they have agreed to let me set the menu and follow the recipes I give them. So far I am being persuaded by a good friend in a nearby big city that we should get all the hot hors d'oeuvres at Trader Joe's and let the board members bring fruit trays and vegetable and dip trays and cheese and cracker trays. The suggested TJ foods are mushroom turnovers, Ham and cheese puff pastry bites, the tarte d'Alsace cut into appetizer sized pieces, and cocktail meatballs in some sort of sauce. I am not really a cocktail meatball person but everybody seems to love them around here. I was also thinking pita chips and hummus. For 100 people we need 10-12 different appetizers. Over the course of a two and a half hour party, after dinner, most people will eat about 12 appetizers--- according to TJ's own party planning guide which I found on their website.

First, does this seem like a good idea, to have all the hot stuff come from the same place, so we don't have little dribs and drabs of this or that on small serving dishes that have to be replenished often? I estimate the cost of food at TJs will run around $250 to $300, not including what board members bring. One of our choir members who has a cake making business is going to make a sheet cake with a fancy Celtic design. This will be the only dessert and will be the only food requiring a fork.

Second, DH and I are providing the alcohol. We will have one signature cocktail made with Jameson, red and white wine, and beer. Neither DH nor I drink beer and I have no idea what to get. In theory, people like to try exotic drinks but I notice those are often left after a few sips and the person goes back for a safer choice. Therefore I am wary of ordering a lot of Guiness that will be wasted. So, what beer(s) should be offer? I'm thinking two kinds but have no idea what. Jailhouse Brewery is very near us and that seems popular down here right now, but my boys like Blue Moon or some kind of wheat beer. Need suggestions!!

We have a professional Scottish fiddler from NC taking part in the concert who may or may not stay the next night for the party, and someone who will do a demonstration Irish dance.

As for time, I am thinking 7:30 to 10 pm but it sounds realize a little early for a Friday night. Would 8:00 to 10:30 be better? DH feels strongly we need an endpoint to avoid serving coffee to stragglers at midnight, and I agree. We are also cognizant of social host liability issues and don't want to serve alcohol for a protracted period of time.

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User
Original Author

9 years ago

Update: invitations printed and are lovely! We are calling the party a ceildhi, a traditional Irish or Scottish social gathering of dancing, singing and food and cheer. (We won't be dancing but DD will be giving an exhibition dance of an Irish treble jig and we may have a bagpiper!)

There is a wonderful local craft brewery about ten minutes from our house run by a cute young couple who started it about four years ago. I am getting the beer from them--- a wheat, a red ale (called Conjugal Visit, lol) and a stout.......mischief managed! We'll supply the red and white wine from our own cellar, a Viognier and a Malbec, and the Jameson cocktails.

We will have members make the spinach artichoke dip and do the fruit and veggies, and all else will be purchased. I am looking into all things galvanized at Wal-Mart, thank you Bumble.

The time is 7:30 to 10 pm. I have no doubt we will be serving coffee and hot tea to a select few around 11 or 11:30. Have a crew of three servers, 1 kitchen manager and a bartender. Soliciting a teenager to help with parking, will have to park some in a field and ferry them in by golf cart. These things do tend to take on a life of their own, don't they?

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Comments (41)

User
Original Author
10 years ago
Thanks Beryl, for your input---- I am glad to know Blue Moon is a,safe choice!

I've never been to a Trader Joe's and have nt had any of their appetizers, so will def have to try them. However, the board in general is "hosting" the food end of this do, and I am not sure that TJ appetizers would be less appetizing than what some of the board would make. Also, their interest is in keeping the costs down. Since we are paying for the alcohol I'd rather not get stuck with a caterer's bill as well. Where else can one buy premade hors d'oeuvres? I am willing to drive an hour and a half.

Thanks for the cheese tip as well!
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sushipup1
10 years ago
Costco (or a similar store) will be a much more cost-effective option. The little boxes of TJ's stuff don't contain that many individual pieces and the price will add up. Your $$ budget for food sounds low.

And I think that you want to keep it early. I agree about the stragglers staying late.
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User
Original Author
10 years ago
What are good Costco choices for appetizers, sushi?

Time--- earlier bloc or later?
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debrak_2008
10 years ago
I have found TJ's food very hit or miss. Do you have a Wegmans near you?
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Annie Deighnaugh
10 years ago
You might check your local restaurants. In our area, there are those that will make appetizers as well. Not really catered in that they don't show up and serve it, but that you go and pick it up.

Also, our local grocery stores do a lot of party planning food for pick up and very reasonably priced. We have one, Stew Leonard's, that does a really fine job with appetizers. I've had Costco apps at another party and they were surprisingly good.

I agree that TJs can be hit or miss. Their meatballs are good, but some of their other apps not so much. I do love their wild mushroom and black truffle flat bread though.
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User
Original Author
10 years ago
We have very few restaurants in our town. I would say one is really good, two are acceptable, and the rest are bad examples of chains and fast food. The grocery store deli food is abominable. This is why I am looking for something else.
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gsciencechick
10 years ago
kswl. do you have Publix nearby? My women's group was able to order large appetizer platters for our holiday party. But if you want frozen, the warehouse clubs would probably be better.

I would aim to have everyone gone by 10 p.m.
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User
Original Author
10 years ago
We do have one within driving distance, gsciencechick, what a great idea, I will check that out. But yes, we want some hot hors d'oeuvres as well. Any ideas for those? The problem I see is that we need a LOT of several types. i could ask everyone to make one tray of stuffed mushrooms and bring one tray of either fruit or veg. The problem is that some people will make tiny batches and we will end up not having enough.

OK, if we had stuffed mushrooms, spinach dip and one other meat / hearty appetizer in addition to the fruit and veg platters and cheese/ crackers and hummus / crackers, what would it be? Someone else suggested small turkey wraps from Costco. What,do,you think?

Perhaps I should give out assignments and then buy some stuff to have in hand.
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RNmomof2 zone 5
10 years ago
Do you have a Gordon's nearby or other restaurant food supply store? I have had several things from there that were pretty good. Any culinary arts schools nearby that might be willing to make food inexpensively?
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User
Original Author
10 years ago
Nothing like that, RN mom. I live in rural Georgia....the choices we have were described above. :-(
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maddielee
10 years ago
Instead of turkey wraps, How about tiny biscuits with a sliver of good ham?

ML
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User
Original Author
10 years ago
You can buy turkey wraps at Costco. Trying to figure out a menu that is easy for other board members to participate in.
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OutsidePlaying
10 years ago
The turkey wraps from Costco are good as are several of the other choices from there. Biscuits with ham and swiss would be good too. If your guests really want meatballs, go with it. I'm not a fan, but lots of people love them and they are filling. Our Costco also has a great cheese selection. We don't have a TJ near here, however we do have a Fresh Market, but the prices are much higher.

I'd also go with the earlier time. I'm guessing many of your guests may be older (benefactors, donors and advertisers), and may want to be there and leave earlier than most. You'll have some who will stay until the end. As for beer, Blue Moon is a good choice and you might want to have a light choice for those watching carbs/calories. Michelob Ultra is my favorite or Natural Light is another.
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User
Original Author
10 years ago
Biscuits with ham would be fab, but I'm worried that some of the food volunteers would make 10 or 12 biscuits with ham and that would be it. There is history. We would not have enough. I can control how much I buy but not how much others make and bring. Also do not want to end up paying a caterer $2000 for a party others are supposed to be hosting.
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User
Original Author
10 years ago
Outside, thank you for that beer suggestion! Great idea!

Yes, our people like those meatballs, I don't care for them either and they are MESSY so I am thinking of scrapping them for that reason.
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MagdalenaLee
10 years ago
Might be a budget-buster but the Williams-Sonoma Appetizers are fantastic.
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just_terrilynn
10 years ago
How about some Irish cod fishcakes? Blue Moon and Stella are great beers and are my husbands two favs.
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joaniepoanie
10 years ago
I would first contact the several restaurants in your town you mentioned and see what they can do...perhaps ordering apps from each of them, then filling in with Costco, Publix, etc. for better variety. The restaurants might have some more interesting choices as opposed to the run of the mill offerings you'll find at regular stores.

I'd make it 7:30 or 8 until 10 because you know there will probably still be folks there at 11.
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luckygal
10 years ago
I didn't think much on your proposed menu sounded 'Irish' so did some googling and found this site - http://www.nineirishbrothers.com/appetizers Not sure if some of those appies are very Irish either! However it likely doesn't matter a lot as the Celtic/Irish theme can show in the table decorations, etc.

I will say that I've been at parties where most of the food was from Costco and it's very good. I would suggest that you plan how many appy trays are needed and assess each board member their share of the costs. Since there may be a problem with members not bringing the desired amount of food if they prepare it, and also no control over quality when various people prepare food, that will solve that situation.

To be fair, I would also determine the costs of the alcohol and include that in the assessment to each board member. Falls under the KISS principle as it's easier to write a cheque than to prep and cook food. Unless you really like to be known for your extreme generosity I think providing your home as a venue is all that should be expected of you.
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Funkyart
10 years ago
I am not a beer drinker either-- and I have found it tricky to bring in a "special beer" for a party. I thought it would be fun to have Mad Elf beer for a holiday gathering and much as a few loved it, it surely wasn't a crowd pleaser. That said, I don't even try to serve everyone's favorites. I generally go with a local brew -- here, that would be a yuengling or troegs. I would be tempted to include an irish lager or wheat ale.. maybe Harp? Or maybe something fun like Black Donkey's Sheep Stealer ;)

I don't have a lot of experience with purchased appetizers.. but we have really enjoyed the tarte d'alsace from Trader Joe's. I keep one (or more) in the freezer. That and a bottle of wine and I am prepared for unexpected guests.. or a light dinner fireside.

I admit, that I am a bit of a control freak when it comes to menu and food. I'd want to give at least somewhat of a nod to the irish theme. I am not much of a cheese eater but the walnut blue cheese dip recommended above sounds like something perfect for an irish pub kind of gathering. Do you have a few trusted board members who could take on something like potato bites (baby potatoes stuffed with irish cheddar, onions, potato)-- simple, inexpensive but totally on theme? Or breadsticks wrapped with ham and boursin cheese (even more lovely with a little arugala)? Sausage and honey-- of course, they are as messy as meatballs (but so much better!)

I recognize that I am not much help since you've said that there's a history of under producing.. but perhaps in addition to assigning the items and recipes, you could define a quantity too. Joe Smith to bring 4 dozen widgamagoos. Mary Jones to bring 4 dozen thingadongs. I'd absolutely use costco or a local grocery to do fruit, cheese, veggie trays. I'd go with the one most willing to do an irish cheese tray... OR I'd do my own cheese tray with a selection of cheeses you should be able to get from costco and/or Trader Joe's.
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User
Original Author
10 years ago
last modified: 10 years ago
We are now looking at an invite list of 300! That was the mail I received last night. So, frantically searching for ways to exclude people, lol!

Adding, we have also decided to limit the time, and I am leaning towards 7:30 to 10 pm. One board member suggested 9:30 as an ending time. Any opinions? It seems short to me, but that would certainly make the provisioning easier.
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debrak_2008
10 years ago
Not everyone will attend. I assume you will expect the guests to RSVP? I think 7:30 - 9:30 sounds fine. Sometimes people hesitate in attending events not knowing what time it will wrap up.
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User
Original Author
10 years ago
I know they won't, but i was thinking 80 to 100, not 150! We are working on the guest list.
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User
Original Author
10 years ago
I would spring for the membership in order to purchase large quantities of palatable hors d'oeuvres that require only heating and serving!
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MagdalenaLee
10 years ago
Two hours goes by very quickly at a large gathering. I would probably keep it to 10pm. This is sounding more like a catered event to me.
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OutsidePlaying
10 years ago
First, I would ask 'how did this grow' beyond your expectations? Did members invite others because they thought it would be cool to do so? Is there a governing Board that can leave you on the fringes as a decision-maker (although a big one as the hosts).

True, many will decline but the number is still big. Hope you are able to get it down. I agree with the 10 pm end time. In my experience, things don't get cranking for about 30 minutes most times, so that gives 2 full hours for folks to come, stay an hour and take their leave. Good luck!
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User
Original Author
10 years ago
We had many more program advertisers this year than last, and our initial decision to include them was made without know just how many more there are now. Invitations have not yet been sent, so we are now (as of this hour, lol) restricting the advertiser list of invitees to those who purchased a half page or larger.

Catering here for a cocktail party of the length described is approximately $18 per person. I could certainly tweak the selections but probably would not get it down to much lower than $14 pp. for 100 guests, that is an amount not in our current year's budget. DH and I are providing the alcohol, and the board (of which I am also a member) is providing the food. So.....choices :-)
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robo (z6a)
10 years ago
Our caterer advised us, for similar numbers, to buy 6 24s of a popular light beer or two (eg Heineken and coors light) and 2 24s of the dark/special beer. Our liquor store also takes returns with receipt. Also Nova Scotians are hard drinkers as a general rule (and our guests ended up hitting the liquor a lot more than the beer).
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Bumblebeez SC Zone 7
9 years ago
I don't know if you need anymore trays, but recently I noticed WalMart had nice galvanized round and rectangular serving trays with handles. I'm going to get some for outdoor parties.
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MtnRdRedux
9 years ago
I would end at 10pm. 9:30 just sounds odd to me; I mean even my 6th grader's middle school dance ends at 10pm!

Here is hoping for a low yield!
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mitchdesj
9 years ago
it all sounds perfect and conducive to a fabulous event !!! good luck and do keep us posted !!!
OllieJane
9 years ago
last modified: 9 years ago
Sounds lovely! What a neat little surprise to everyone when your DD and the bagpiper do their Irish jig! I bet the guests will love that!
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MtnRdRedux
9 years ago
How do your pronounce that, KSWL?

It sounds like a wonderful party!
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User
Original Author
9 years ago
Kay lee

Funny, Mtn that was actually the basis of the invitation----the word in bigger letters, followed by the dictionary definition and pronunciation, followed by the actual wording of the invitation to our own ceildhi!

Having kids who were competitive Irish dancers, we went to a LOT of ceildhis. The group Irish dancing is also called ceilidhi dancing, it is the ethnic root of American square dancing :-) I have our play list all ready for the party, it contains some popular current musice as well as traditional songs from the set piece list (songs to which competition solos are danced) with names like The Drunken Gauger, The Hurling Boys, Hurry the Jug, Miss Brown's Fancy, Rub the Bag, The Downfall of Paris. King of the Fairies, Planxty Drury, and others....all different and beautiful. I used to hear these all the time and really look forward to an evening listening again, even if in the background. Very excited!!
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maire_cate
9 years ago
last modified: 9 years ago
Kswl - Our kids did Irish dance but their instructor always made a point of differentiating the spelling between ceilidh and ceili. He said that Ceildhi is Scottish Gaelic while Ceili is Irish Gaelic. They both have the same pronunciation and meaning. I wonder if it might be a regional thing - we're just outside Philadelphia.

We recently attended a small Feis to watch my niece and afterwards we thoroughly enjoyed the evening ceili - as the Irish would say it was great craic.

And speaking of bagpipes - DD went to Columbia and one year I happened to take a day trip into the city to spend the afternoon with her and attend a Broadway matinee. How thrilling to find out that I had stumbled onto the Tartan Day Parade. That was in 2002 and Sean Connery was the Grand Marshall. This year's parade is on Saturday, April 11 and Graham McTavish (Outlander) has the honor.

I'd love to go for the parade again. There's something about pipes and drums that stirs my soul. DS married a lass who was Scottish and all her relatives came to the wedding in their Prince Charlie jackets and Crawford tartans. Unfortunately the bagpiper who was to pipe the wedding party into the reception canceled at the last minute. The string quartet was lovely but nearly as exciting.

It sounds like you have thought of everything. I hope your party is a huge success and that the weather cooperates too.

Have you watched the documentary "Jig" - about the Irish Dancing World Championship?
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User
Original Author
9 years ago
She did, maire cate, from age 6 to her second or third year of college. She was a multi year World qualifier and competed internationally. Our life was governed by feisanna for many years, as her younger brother also danced although not with the same rigor or success :-) DD is getting married in December and the single regret I have over her not having a wedding is that we will not have a bevy of little girls in bright dresses and curls dancing at the reception.

You are sharp to have seen the difference in Ceildhi and Ceili... I chose the former for our invite because the image featured a four leafed clover and wanted to be even handed with our Celtic imagery!
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maire_cate
9 years ago
Kswl - I cannot begin to imagine your DD's dedication to dance, especially to compete internationally. My kids eagerly switched to lacrosse, ice hockey, golf and track when they reached middle school age. I'm afraid I was the only one who missed the dance.
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User
Original Author
9 years ago
Sorry, I didn't see the end of your post--- Have seen the docu-drama, lol. SO much of it is very familiar! Worlds is one unbelievable competition, it is difficult to describe to anyone who doesn't have a frame of reference for it. The All Irelands is a bit more laid back, and the North American Championships are a walk in the park by comparison.

Our DD's middle name is O'Neal and her paternal grandmother started her Waterford collection in the cradle....she bleeds green. Personally, I love Scottish dancing and we have relatives by blood and marriage on my side to a baronet and clan chief. We are a thoroughly Celtic family!
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MtnRdRedux
9 years ago
So what was the end decision on the wedding plans? I've been wanting to hear!
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User
Original Author
9 years ago
No wedding, they are eloping and investing the money :-)

Right now the honeymoon in Switzerland is still the plan. We're very satisfied with their decision.
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