Planning a company Christmas party or holiday event is a complex task that requires meticulous attention to detail. From budgeting to entertainment, every aspect must be carefully considered to ensure a memorable and enjoyable experience for all attendees. This guide provides essential tips and insights to help you plan a successful holiday event, complete with interesting statistics and expert advice.
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
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.
Prioritize: Determine what can be sacrificed and what must be kept at any cost. Always consider the overall impression on attendees.
Attendance
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
Convenience: Choose a location that is convenient for your group, with amenities like transportation and parking.
Catering
Meal Options: Ensure there are enough choices for all tastes, whether it's a dinner, lunch, drinks, or buffet.
Scheduling
Timing: Plan for unforeseen circumstances like long speeches, food delays, or late arrivals due to weather or traffic. Have a contingency plan.
Entertainment
Variety: Consider different entertainment options like comedians, hypnotists, jugglers, psychics, magicians, DJs, and party games. Book early to ensure availability.
Technical Setup
Equipment: Ensure sound, lighting, projection equipment, and audio-visual materials are in place and tested before the event.
Accommodations and Transportation
Out-of-Town Guests: Arrange accommodations and transportation to and from the airport.
Safety: Provide taxi cabs for anyone who over-indulges in the open bar to avoid liability.
Registration
Seating: Decide on open seating or a pre-arranged seating plan and prepare name cards for guests.
Awards and Giveaways
Donations: Many awards and door prizes can be donated by suppliers, showing good faith and fostering future cooperation.
Theme and Décor
Unique Ideas: Consider unique themes and decorations, like sports memorabilia as centerpieces that guests can take home.
Dress Code
Attire: Inform attendees about the dress code, whether it's formal, casual, or business attire.
Invitations
Announcements: Send invitations or make announcements in the company newsletter and bulletin board.
Contracts
Commitments: Secure commitments from vendors, performers, and caterers early, as availability is limited.
Presentations
Speeches: Keep speeches brief and to the point, minimizing the number of speakers.
Alternative Dates
Cost Savings: Consider hosting the event on a day other than Saturday or during lunch to reduce costs.
Inclusivity
Crew and Entertainment: Include a table for the crew and entertainers to ensure they are part of the celebration.
Timing
Flexible Dates: If your business is busy during the holiday season, consider holding the event in November or January.
Emergency Preparedness
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.
