Planning corporate events, especially for the holiday season, requires much preparation, and knowing the right approach is essential. Whether it’s a formal event or a simple get-together with all the employees, everyone deserves to feel excited and have a memorable experience.
Besides, it’s a great way to allow employees to loosen up after working hard for the entire year, so you should prepare for it just like other events. For instance, hiring corporate event planners can be a great option, so that everyone can focus on their actual work.
However, even if you hire an expert, you should also decide on various things. In this article, we’ll give you some tips on how to plan corporate holiday events.
1. Prepare as Early as Possible
It’s impossible to prepare for holiday events at the last minute. Usually, everyone prepares for at least a month so that they can still book their original plans. Whether it’s the venue or the catering service, you should book once everything has been planned. At the same time, you should initiate planning once you confirm that the event will go through.
2. Set a Budget
Every event needs a budget to work on, even before the planning process. Usually, it’s decided a few months before the event. It should be enough for the venue, catering, logistics, decorations, and other essentials.
Once you know the budget, it’s time to allocate it for everything you need for the event. Additionally, don’t forget to allot a budget for unexpected expenses to lessen your worries.
3. Choose the Ideal Date
When setting a date for the holiday event, you can either use a poll, so that the employees can vote on their preferred date or schedule it far from major holiday events. In addition, set the date without stealing their time, like weekends or holidays.
If possible, schedule the party on midweek evenings, to make sure everyone doesn’t have personal plans. However, you can also use the office hours if your employees prefer it.
4. Select a Venue That Fits the Theme
As mentioned, the earlier you book the venue, the higher the chance to get the best one that fits the event. In addition, when considering a venue, you should factor in the theme, the number of attendees, and the activities you’re planning to do. For instance, if you’re having mini-games, there should be enough space in the middle of the venue or the stage, so that everyone can move freely.
5. Plan for Entertainment
Do you want the attendees to stay for the whole event? The key is well-planned entertainment. As the holidays approach, the more busy people get. So, if you’re surrounded by busy people, and there’s not enough entertainment, then they may lose interest in staying for the whole time.
Meanwhile, when considering entertainment, you should think about the theme, the demographic of the audience, and its impact. For instance, if you want people to listen to great music or dance, you can hire a DJ.
6. Plan the Food and Drinks
Organising the food for the event isn’t a simple task. There are many things you should consider, including the budget, theme, and preferences and needs of the guests. Aside from the food, you should also think about the drinks, and serve both alcoholic and non-alcoholic options.
Aside from the specific food and drinks, you should also decide whether it should be a buffet or plated style. Usually, the set-up depends on the size of the event, so finalising the guestlist should be done first before arranging the catering service.
If you’re planning to hire corporate event planners, they can recommend the right catering vendor depending on your needs.
7. Set a Theme or Dress Code
Adding a theme can bring the whole event together. For instance, one of the most common themes for holiday events is the Winter Wonderland. Usually, its deco is all about snow and Christmas. However, it can also be a black-tie event, especially if you’re raising funds for a charity.
8. Plan the Exchange Gift or a Charity Drive
As mentioned, your holiday event can also have a charity cause. However, if not, you can also arrange an exchange gift, if the number of attendees is a bit small. If you’re planning on having a Secret Santa, then you should arrange the drawing of names at least a month before, so that people can still have time for personalising their gifts.
9. Don’t Forget the Logistics
The party inside the venue isn’t the only thing that matters. You should also arrange enough parking space, transportation, registration, and audio-visual set-up. Usually, corporate event planners take care of these details, but if you decide not to hire one, then don’t take these things for granted.
10. Acknowledge Employees
It’s the most wonderful time of the year, and it’s also the time to let your employees know how much you appreciate them. Aside from the actual party, you can also take some time to give acknowledgements to individuals and teams that worked hard for the betterment of the company. You can give awards and bonuses, to reinforce a better working environment.
Final Thoughts
Are you in the planning process of arranging corporate holiday events? By considering these tips, you can achieve the ideal and memorable event for everyone. Don’t hesitate to share your thoughts about this by leaving a comment below!
