Hosting a holiday party provides an excellent way to reward employees for their efforts all year as well as serving as a great marketing tool for any size company. It does not have to be a daunting task, if you take into consideration the following tips.
Start early
This is a must. Most venues book up for the holidays months in advance. Starting a year ahead is the optimal scenario giving you the best choices and the greatest ability to control costs. It's a good idea to book a space for next year's holiday party immediately after the current year's party. Barring planning that far in advance, a date can be confirmed later in the year, but sometimes there are limitations. Or consider having a party in early January which presents fewer scheduling conflicts.
Holding the party in your offices does not negate the need to plan ahead. Caterers and bartenders should be booked months in advance of the holiday season, as well. Waiting too long may mean increased costs.
Set a budget and stick with it
Set a realistic budget for your holiday party, and make venues, caterers, florists, bartenders and others aware of your expectations. Be sure to include items like gratuity (as much as 24 percent or higher), taxes, delivery and rental charges. Obtain proposals and read the fine print carefully. Ask caterers and venues questions that are cost specific.
Explore locations
Choose a venue that is appropriate for the kind of party planned be it a lunch or dinner for current clients, a happy hour for employees or a cocktail party for both. If the type of party varies from year to year, the same venue may not be suitable. Explore different locations periodically to ensure that pricing is competitive.
INVITE GUESTS EARLY
Decide on the guest list and type of party early in the process. If you are sending a formal invitation, allow enough time for designing and printing it. Send the invitation at least three weeks in advance, or more, so guests can plan accordingly.
MAKE IT MEMORABLE – SET THE AMBIANCE
A holiday party can be memorable without being expensive. Adding festive holiday center-pieces and/or a few appropriate decorations done effectively, especially in your office, makes an impression that guests will remember.
DETERMINE MENU – REMEMBER OTHERS
When planning the menu, remember to consider guests with food allergies and dietary restrictions. Your guests will appreciate it.
NEGOTIATE
Do not hesitate to negotiate with your venue or caterer. It may be cheaper to serve a food item "per individual" than per platter. Choose the types of wine and liquor you wish to serve at the bar. Ask for special menus that may include smaller portions without sacrificing quality.
SET EXPECTATIONS FOR EMPLOYEES
This may seem like a given, but let employees know the appropriate dress code and behavior for the holiday party especially if clients are invited.
PLAY IT SAFE
Make sure guests arrive home safely. Call a taxi for anyone who needs one. This is especially important if the party is held on private property.
HIRE AN EVENT PLANNER
If all else fails, hire an event planner to help. Their valuable expertise can save time and money overall.
Reinmiller can be reached at [email protected]
Start early
This is a must. Most venues book up for the holidays months in advance. Starting a year ahead is the optimal scenario giving you the best choices and the greatest ability to control costs. It's a good idea to book a space for next year's holiday party immediately after the current year's party. Barring planning that far in advance, a date can be confirmed later in the year, but sometimes there are limitations. Or consider having a party in early January which presents fewer scheduling conflicts.
Holding the party in your offices does not negate the need to plan ahead. Caterers and bartenders should be booked months in advance of the holiday season, as well. Waiting too long may mean increased costs.
Set a budget and stick with it
Set a realistic budget for your holiday party, and make venues, caterers, florists, bartenders and others aware of your expectations. Be sure to include items like gratuity (as much as 24 percent or higher), taxes, delivery and rental charges. Obtain proposals and read the fine print carefully. Ask caterers and venues questions that are cost specific.
Explore locations
Choose a venue that is appropriate for the kind of party planned be it a lunch or dinner for current clients, a happy hour for employees or a cocktail party for both. If the type of party varies from year to year, the same venue may not be suitable. Explore different locations periodically to ensure that pricing is competitive.
INVITE GUESTS EARLY
Decide on the guest list and type of party early in the process. If you are sending a formal invitation, allow enough time for designing and printing it. Send the invitation at least three weeks in advance, or more, so guests can plan accordingly.
MAKE IT MEMORABLE – SET THE AMBIANCE
A holiday party can be memorable without being expensive. Adding festive holiday center-pieces and/or a few appropriate decorations done effectively, especially in your office, makes an impression that guests will remember.
DETERMINE MENU – REMEMBER OTHERS
When planning the menu, remember to consider guests with food allergies and dietary restrictions. Your guests will appreciate it.
NEGOTIATE
Do not hesitate to negotiate with your venue or caterer. It may be cheaper to serve a food item "per individual" than per platter. Choose the types of wine and liquor you wish to serve at the bar. Ask for special menus that may include smaller portions without sacrificing quality.
SET EXPECTATIONS FOR EMPLOYEES
This may seem like a given, but let employees know the appropriate dress code and behavior for the holiday party especially if clients are invited.
PLAY IT SAFE
Make sure guests arrive home safely. Call a taxi for anyone who needs one. This is especially important if the party is held on private property.
HIRE AN EVENT PLANNER
If all else fails, hire an event planner to help. Their valuable expertise can save time and money overall.
Reinmiller can be reached at [email protected]