How to Plan a Company Holiday Party
GUIDE
Are you wondering how to plan your company’s holiday party this year?
If so, it’s time to get serious about making the arrangements and start planning!
There are so many questions to answer and vendors to manage!
On top it all, you have your own holiday parties to plan for and, let’s not mention that ever growing end-of-the-year business to-do list.
Planning your company holiday party doesn’t have to be a daunting task. We make the whole party planning process as easy as 1,2,3 (find out how).
Experience One of Our Company Holiday Parties
Establish the Goals and Budget
The very first step in planning a company holiday party is identifying the goals and establishing your budget. It may seem (and may very well be) celebrating the seasons, but often with business events, there is more to it than that. To maximize event ROI, your company’s holiday party may also include employee awards, presentations on the upcoming year’s goals, and establishing an opportunity for networking. Identifying those goals will help your event planners plan a successful event. Equally important is setting a budget. if you need help setting a budget, see this article on how to do just that.
Assign a Team & Set a Date
Great news! You’ve taken your first steps on planning your holiday party. The next step is to start gathering your team and set some specifics to guide you. If you do not have an internal planning committee dedicated to managing corporate events, you’ll want to hire a professional to help manage the many moving parts of a large event.
Your date may be set from previous year’s traditions, or it may be still in question. The date does depend on a number of factors, such as your budget. Weekend evenings are in peak demand during the holiday season, making their prices premium. Some companies opt to select a date during the week instead, this allows them to also no conflict with staff’s personal plans during the short weekends.
Booking Your Holiday Venue
We believe your location is key to its success. Your holiday party should be in a venue full of atmosphere, charm and festive holiday event design. Depending on the number of guests attending, you may want the intimate, private setting of a quiet indoor room in your favorite restaurant. Maybe you would like the opulent setting of a grand ballroom in a historic hotel. This option brings you choices such as a dance floor, a professional DJ, live music and a stage for any special announcements or end of the year speeches. Our party planners can even rally the troops and completely transform your warehouse or local office. Click to see photos from our event production including trussing, staging, lighting and so much more.
Watch The Holiday Party Recap
Decorating for the Holidays
Once we decide on a location our event coordinators will show you what is possible in terms of event design. We can display your company’s logo on the walls and ceiling while projecting images of any special highlights from the year such as employee achievements. We can illuminate the room with candles and sophisticated lighting to add atmosphere. Excellent holiday décor brings any room to life, which is why our event designers make sure yours is the very best it can be. Ice sculptures, snow, Christmas trees, carolers, festive lighting and more are all possible for your holiday party.
Video of an Unforgettable Holiday Event
Food & Beverage
You may like to try our holiday banquet. Perhaps you would like a formal plated sit down meal with table-side service? How does roast beef with au jus sauce fresh from the carving station sound? Succulent turkey with gourmet mashed potatoes? Homemade stuffing and piping hot gravy? Delicious tender ham cooked to perfection, amazing desserts such as seasonal cakes, pies and cookies, your catering choices are endless. From the traditional holiday meal to casual appetizers passed around the room on trays, the choice is yours. A full bar offers signature holiday cocktails. Your holiday menu will be planned to perfection and your food will be cooked fresh on site. Planning your company holiday party has never been easier than today. We can replace all those other companies so you won’t have to do a thing but enjoy your holiday!
The Fun Part
Now onto the fun part! Selecting entertainment for your event is one of the best parts of the planning process. Whether your selecting a headline show or several strolling entertainers, your winning formula is to base your selection on what your staff has loved in the past. There are so many options to choose from, but your budget, date and even perhaps the theme of your event will help narrow the selection to a manageable task. Your event planner, if you work with Event Solutions’, will also help by selecting several great options to choose from that meet your criteria.
Steps to Planning a Company Holiday Party
Establish the Purpose and Budget:
- Determine the purpose of the party (e.g., celebrating the holiday season, recognizing employees’ hard work).
- Set a budget for the event, considering expenses such as venue, catering, entertainment, and decorations.
Form a Planning Committee :
- Create a planning committee with representatives from various departments to ensure diverse perspectives and ideas.
- Select a date for the party that suits the majority of employees and avoids conflicting schedules.
Choose the Venue:
- Book a suitable venue that can accommodate the anticipated number of attendees and aligns with the party theme.
Define the Theme and Atmosphere:
- Decide on a holiday party theme that resonates with your company culture and aligns with the purpose of the event.
- Determine the atmosphere you want to create, whether it’s formal, casual, or something in between.
Plan the Entertainment:
- Arrange entertainment options that match the theme and preferences of the attendees, such as live music, DJ, or interactive activities.
Organize Food and Beverages:
- Coordinate catering services to provide a variety of delicious dishes and accommodate any dietary restrictions.
- Decide whether to serve a sit-down dinner, buffet, or a mix of hors d’oeuvres and drinks.
Design Invitations and Send RSVPs:
- Create eye-catching invitations that include the date, time, location, theme, and RSVP details.
- Request RSVPs to estimate the number of attendees for proper planning.
Arrange Decorations and Ambiance:
- Decorate the venue with holiday-themed decorations, lighting, and seasonal accents to create a festive atmosphere.
Plan Fun Activities and Games:
- Organize interactive games, team-building activities, or a gift exchange to engage attendees and encourage interaction.
Incorporate Recognition and Awards:
- Use the opportunity to recognize outstanding employees or milestones achieved during the year.
Award prizes or certificates to deserving team members.
Prepare Event Timeline and Schedule:
- Create a detailed timeline for the event, including the start and end times, entertainment, food service, and any planned speeches or presentations.
Check Technical Requirements:
- Ensure there are proper audiovisual equipment and technical support, especially if there will be presentations or speeches.
Confirm Vendor Contracts:
- Double-check all arrangements with vendors, including the venue, caterers, entertainment, and any other service providers.
Coordinate Setup and Cleanup:
- Assign a team to handle event setup and cleanup to ensure a smooth and seamless transition.
Communicate with Attendees:
- Send reminders and updates to attendees leading up to the event, including any last-minute details or changes.
Host the Party and Enjoy!
- Finally, host the holiday party and celebrate with your company. Make sure to take photos or videos to capture the memories.
You tell us what you want and we handle all those details. It’s that simple. Our event planning company is here to make your office holiday party the unique experience it deserves to be. If you’re thinking of planning a company holiday party, now would be a really good time to get things going…. don’t you think? With a keen eye for detail, we’re here to make your holiday party an event your employees and guests will appreciate. Check us out on Facebook!
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Resources
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