Holiday season is sneaking up on us sooner than you think. What do we love doing the most during this time? Celebrating, of course! From closing a strong year and reunions to celebrating achievements, decompressing after a long year, and even building new connections for the year to come, it’s a crucial time to get together. So, have you got your corporate holiday event planning in check yet? If not, this is the time to start!
The Importance of Timing in Holiday Events
Timing is key! To host a successful holiday event that people will talk about for years to come, you need to start early. Design a memorable event by creating a comprehensive timeline and setting clear objectives. Think about the theme, the nature of the event (cocktail party vs. formal dinner), and its duration. Will everyone be available to attend? Is the event location easily accessible? Might you need accommodations, like transportation? These factors are crucial to consider before even booking a venue or securing your event vendors.
The Role of an Event Agenda
Just as your business requires structure, so does your event. An event agenda ensures your event goes as planned, containing details like venue maps, capacity, delivery timings, staff locations, and schedules.
Think of the event agenda as the backbone of your event; without it, things could go downhill. To prevent mishaps, plan meticulously, ensuring everything is set to perfection down to the minute!
Most Critical Component – Food
Trust me; you don’t want to be the one searching for a caterer or serving staff at the last minute, especially during the peak holiday season. You might find yourself with limited options and facing inflated prices. Booking in advance gives you the luxury of customizing meals according to your guests’ preferences or even allergies.
With extra time, you can even craft a special cocktail aligned with your theme or objectives, leaving a lasting impression on your guests.
Moreover, ensure you have a well-timed plan for serving each dish or drink. You wouldn’t want any culinary missteps!
Exciting Entertainment
Artists, especially during the holiday season, are in high demand with back-to-back events. Procrastinate, and you might find yourself without entertainment, a real downer for your guests. Having backup plans for unforeseen delays or glitches is a must! It’s always wise to prepare for unexpected circumstances, ensuring your event remains a hit. Also, don’t forget about the technical aspects; you’ll need to rent technical equipment like speakers and lights, and plan their placement for the optimal experience.
Understanding Traditions
In an ever-diverse world, it’s vital to acknowledge and respect each other’s cultures and beliefs. When setting your theme or deciding on entertainment, food, or music, ensure nothing is offensive. Consider assembling a diverse planning team, which can not only offer diverse perspectives but also make attendees feel seen and represented. Additionally, be aware of cultural holidays that might coincide with your event date. This ensures everyone can attend without compromising their traditions.
The Impact of Poor Timing in Holiday Event
If you’re still questioning the need for advanced planning, consider the potential repercussions of a poorly timed event. An unsuccessful event can leave guests, who might be colleagues, spouses, clients, or potential leads, deeply unsatisfied. Why risk creating a negative impression and damaging relationships? It’s akin to shooting yourself in the foot. Apart from the negative impact on relationships, think about the financial losses from such mishaps. These can extend to lost clients and business opportunities.
Tips for a Flexible Agenda
Always allocate extra time between activities to accommodate unexpected delays. It’s always better to be prepared than to be caught off guard.
Have your event vendors ready to go on stage if the speeches wrap up early.
Make plans in advance for the band or DJ to play for an extra hour or two if the crowd is really enjoying the music.
Conclusion
The clock is ticking, and the holiday season is on the horizon! And you know what that means: it’s time for celebration, reflection, connection, and forward-thinking. But are you ready? If the answer is no, don’t panic – you’re in luck! With award-winning event consultant Sharon Bonner by your side, your corporate holiday planning could go smoother than you think.
