Winter may be the most magical of seasons when it comes to socializing, but all those celebrations that make December stand out from the rest of the year don't happen at all by magic.

Holiday parties—whether informal open houses, elegant sit-down dinners, or cocktail parties—are not only more special but more complicated than other social gatherings held throughout the rest of the year. While some party hosts choose to go it alone—taking on preparation, hosting, and cleanup duties themselves—hiring a caterer frees you up to enjoy the fun along with your guests.

Hiring a caterer not only makes a party "more elegant" but allows the host to "relax and enjoy their company instead of slaving in the kitchen," says Chef Richard Erickson. With his wife, Mary Anne, Erickson runs Blue Mountain Bistro Catering Company in Woodstock. "Some people are very organized and can handle doing a party themselves, up to a certain number—but other people plunge ahead on their own, then find the party's too big, and wish they'd called a caterer. If you feel stressed by party planning, or overwhelmed by details, that's when you should hire a caterer—we come in and take on the stress for you."

Whether you opt for a caterer or not, says Erickson, confidence and trust are key to making the party a success. "Caterers have seen what works and what doesn't work, and knows that it's the sum of many little bitty details that makes an event work," he says. "Caterers bring their own experience and expertise to an event. The relationship between client and caterer works best when a client is confident and lets the caterer do their job."

The earlier you begin your search for a caterer, the better. Caterers tend to get booked up to a year in advance, especially during the busy seasons (summertime and December). "December tends to get jammed up quickly because people don't want to start thinking about the holidays until after Halloween," says Erickson. "Also, 90 percent of events happen on Saturday, and there are only a few Saturdays during the holiday season, so if you want your party on a Saturday, get it out there as soon as possible, or else be open to holding it any other day of the week."

Not every caterer is right for every event, and "good old-fashioned gut instinct" is basic to choosing one, says Erickson. Get references for caterers from friends, family, or people whose parties you have enjoyed in the past. If you're at a loss for references, try asking businesses related to catering—such as florists—suggest Phyllis Cambria and Patty Sachs, authors of The Idiot's Guide to Choosing a Caterer (Alpha Books, 2004).

"You know when the fit is right," says Erickson. "My job is to do a party within budget and in a style that suits the clients and not impose my own ideas. If a caterer wants you to be different than who you are, that's not the right caterer for you. That works both ways—if someone calls me asking me to make spaghetti and meatballs, or just salads, that's not what I do, so I'll suggest someone who does those things well."

Although it's always best to approach a caterer with clear ideas, Erickson says he doesn't mind when potential clients use him as a "sounding board" to figure out their party's style or determine whether they really need a caterer. "Sometimes clients change their ideas after talking with me; and sometimes, at the end of a conversation with a potential client, we agree that they really don't need my services—they can probably do the party easier and cheaper themselves," he says. "No judgment involved—it's all about what's going to work best."

Once you've chosen a caterer, iron out the specifics: time of day, level of formality (sit-down dinner, buffet, or cocktail party), number of guests, menu preferences, purpose of event, and budget. "Will this be an open house with people dropping by from 1pm to 5pm, or from 3pm to 8pm? If so, we need food that is easily replenished and an appropriate presentation to go with china and glass, or paper plates and plastic cups, depending on how formal the client wants to be," asks Erickson. "Things like time of day, and whether guests will drop by or be there for a specific time, affects everything else."

Once Erickson knows the party's parameters, he makes a home visit. "The term 'caterer' comes from the word 'cater' which means paying attention to the client's tastes, but catering is also about logistics, keeping things flowing at an event," he explains. "Planning the party in the home allows you to figure out what's most appropriate. Recently a woman who called us wanted dinner served on the patio, but because of the configuration of her kitchen, dining room and living room, and the type of food she wanted to serve, I suggested moving the dining table near the fireplace, which made it more elegant, and she loved that idea. Sometimes people don't see their home the way a caterer does."

Clarify responsibilities early on regarding the menu, preparation, breakdown, and cleanup, advises Erickson. "The worst situation is when a client says, 'Oh, Aunt Mary is going to do the green beans, and I'll do the cake if you'll do this.' When the lines of responsibility blur, you wind up with a mishmash."

Last but not least, let the season dictate what's appropriate to serve your guests. If you're holding a holiday open house, try dishes that keep well and are easily replenished. "Soups and stews are great—they can be country peasant style, or very elegant," says Erickson. "Think cold weather food—roasted meats and vegetables, not barbecue. The food you serve should smell good to people as they walk in—soups and stews simmering on the stove will do that; so will hot cider or spiced wine. Dessert buffets look great for the holidays, with lots of cakes and tarts and cookies, and enable people to come and go, and mingle with friends."