Effortless Company Christmas Party or Holiday Event Planning – Essential Tips

Summary

Organizing a company Christmas party or holiday event involves more than just booking a venue and sending out invitations. It requires careful planning, budgeting, and coordination to create an event that employees, suppliers, and their families will remember fondly. This guide offers essential tips and insights to help you plan a successful holiday event, ensuring a memorable and enjoyable experience for all attendees.

The Importance of Holiday Event Planning

"Holiday entertainment planning is a serious business – a lot happens behind the scenes, long before the CEO says thanks for a job well-done," says Boris Cherniak, a corporate event planning professional, comedy hypnotist entertainer, and motivational speaker. The goal is to thank employees, suppliers, and their families for their hard work throughout the year and to motivate them for the future.

Key Considerations for Planning

Budgeting

1. Break Down Costs: Allocate specific amounts to each task to get a clear view of your budget. Remember, you get what you pay for. If something seems too inexpensive, it might not meet your expectations.
2. Prioritize: Determine what can be sacrificed and what must be kept at any cost. Always consider the overall impression on attendees.

Attendance

1. Estimate Numbers: Predict the number of attendees, keeping in mind that some may not attend due to various reasons like lack of babysitters, illness, or vacation.

Venue Selection

1. Convenience: Choose a location that is convenient for your group, with amenities like transportation and parking.

Catering

1. Meal Options: Ensure there are enough choices for all tastes, whether it's a dinner, lunch, drinks, or buffet.

Scheduling

1. Timing: Plan for unforeseen circumstances like long speeches, food delays, or late arrivals due to weather or traffic. Have a contingency plan.

Entertainment

1. Variety: Consider different entertainment options like comedians, hypnotists, jugglers, psychics, magicians, DJs, and party games. Book early to ensure availability.

Technical Setup

1. Equipment: Ensure sound, lighting, projection equipment, and audio-visual materials are in place and tested before the event.

Accommodations and Transportation

1. Out-of-Town Guests: Arrange accommodations and transportation to and from the airport.
2. Safety: Provide taxi cabs for anyone who over-indulges in the open bar to avoid liability.

Registration

1. Seating: Decide on open seating or a pre-arranged seating plan and prepare name cards for guests.

Awards and Giveaways

1. Donations: Many awards and door prizes can be donated by suppliers, showing good faith and fostering future cooperation.

Theme and Décor

1. Unique Ideas: Consider unique themes and decorations, like sports memorabilia as centerpieces that guests can take home.

Dress Code

1. Attire: Inform attendees about the dress code, whether it's formal, casual, or business attire.

Invitations

1. Announcements: Send invitations or make announcements in the company newsletter and bulletin board.

Contracts

1. Commitments: Secure commitments from vendors, performers, and caterers early, as availability is limited.

Presentations

1. Speeches: Keep speeches brief and to the point, minimizing the number of speakers.

Alternative Dates

1. Cost Savings: Consider hosting the event on a day other than Saturday or during lunch to reduce costs.

Inclusivity

1. Crew and Entertainment: Include a table for the crew and entertainers to ensure they are part of the celebration.

Timing

1. Flexible Dates: If your business is busy during the holiday season, consider holding the event in November or January.

Emergency Preparedness

1. Contact Information: Have a cell phone handy for last-minute emergencies and ensure suppliers have the venue address and phone number.

Interesting Statistics

• According to a survey by the Society for Human Resource Management (SHRM), 65% of companies host holiday parties, with 57% of them including employees' families (SHRM, 2022).
• A study by Eventbrite found that 40% of employees feel more engaged and motivated after attending a well-planned company event (Eventbrite, 2021).

Conclusion

Planning a company Christmas party or holiday event is a multifaceted task that requires careful consideration of various elements. By following these essential tips and insights, you can create a memorable and enjoyable event that leaves a lasting impression on all attendees. Remember, the key to a successful event is meticulous planning, attention to detail, and a focus on creating a positive experience for everyone involved.

For more expert advice on event planning, visit SHRM and Eventbrite.

Happy Holidays!