The time has come. Your boss has tasked you with coordinating this year’s company holiday party and you have no idea what to do. By taking a systematic approach to the planning, you can make planning the event fun and ensure everyone has a great time.
Step 1: Know your Details
Before contacting venues/vendors, make sure you have a date and time for the event, a budget, and a rough estimate of the number of people attending. The date is needed to check availability and you should have back-up dates available, just in case. The number of people attending affects which spaces within a venue you can use and also helps vendors have a better idea of what you’ll need. The budget ultimately determines what venues and vendors you can afford to bring on.
Step 2: Narrow Down a Location
While it’s important to have a city in mind for the event, you’ll need to get more specific than that. Do you want to host the event at your corporate offices, in a common area or conference room? Are you looking at local hotel banquet rooms? Considering renting out a local restaurant or bar? There are many options available, so you’ll need to figure out what type of atmosphere you want at the party, which will narrow the list down for you.
Step 3: Get Availability/Pricing
Now that you know the basics, start contacting local venues and vendors to check their availability/pricing. A quick Google Search of local event venues will provide you with a long list of options. As for vendors, start with caterers if food/drink will be provided, and then move onto entertainers such as DJ’s, photo booths, casino party rentals, magicians, etc. A great place to look for trustworthy vendors are review websites such as Yelp.com, where you can see what past clients have to say about them.
Step 4: Pick Your Venue/Vendors
After reviewing your options, you’ll need to settle on a venue for the event. Once you’ve signed a contract with the venue, you can reach out to your vendors to confirm the location/timing, and work out their specific details. Start with the most vital vendors first (food and drink!) and then work your way out from there, keeping your budget in mind. Pretty soon you’ll have all aspects of your event figured out and it’ll be time to party!
And that’s it! You’ve navigated the planning of a corporate holiday party. It’s really simple if you take a coordinated approach and give yourself ample time to plan. Waiting until the last minute causes a lot of stress and should be avoided.
Thanks for reading and happy planning!
Want a few more tips? Make sure you cover these important parts of a successful corporate holiday party:
Whether it’s heavy appetizers or a seated dinner, you’ll need to provide food and drinks. The timing of the event plays into whether people will be hungry or not. A dinner-time event should provide a good amount of food for guests, whereas an afternoon event can get away with some finger foods instead. Alcoholic beverages aren’t always necessary, but do help guests relax and enjoy the party!
You should always have music playing at your event. Even if it’s just streaming through a wireless speaker, it really adds to the ambiance of the event and feels less awkward to guests. For the really fun groups, it’s highly recommended you have a DJ and dance floor available. That being said, a good DJ will make even the most subdued groups want to get up and dance!
Not everyone dances, so having another form of entertainment at the event is a nice addition. In our case, we provide casino entertainment to parties, which offers non-dancers something to do. It also serves as an easy ice-breaker for guests/spouses that may not know one another. It’s easier to kick up a conversation with someone you don’t know over a blackjack table than while awkwardly standing around the party. Other options in this category include things like caricature artists, magicians, photo booths, etc.
If you’re interested in having casino entertainment at your event, please visit www.acesup.com for more information, or call (510) 785-5922.