Advanced planning is the key to success for any event and now is the time to start planning your company’s holiday party.  A well-planned holiday party can reinforce company culture by showcasing what makes the company unique and communicating its values in a fun and festive way.  To get you started with the planning process, I want to enlighten you about 11 important tips (besides planning early) that will help you to achieve a festive success.

HIRE AN EVENT PLANNER:

I am selfishly but accurately stating this point – you need to hire an Event Planner! As with any business, you have a plethora of duties on your plate related to your company that planning an event is creating another job.  Hiring an event planner can help you to execute minute to high level details of your event while saving you over 300-hours of work and preparation that is needed to plan an engaging event.

DO NOT REPEAT:

Have you ever heard the saying, “Never do the same thing twice”? This is especially true when it comes to planning events. From the food to the venue, repetition is a no-go! While it might seem easier for companies to replicate their previous year’s event, this approach can lead to a stale experience. Often, companies come to me with records from previous events, asking to keep everything the same—from the menu to the location, even the entertainment. I redirect their thought process and produce something different that aligns with their theme and company culture.

I urge you to break free from this planning rut. Your attendees, guests, and employees crave fresh and exciting experiences. If they know they’ll encounter the same old thing year after year, their enthusiasm wanes, and attendance drops. To keep your events vibrant and engaging, always strive to create a unique atmosphere each year. Your guests will thank you for it!

CREATIVE & INSPIRING MENUS:

Building on my earlier point, it’s crucial to avoid repeating the same menu year after year for your holiday corporate events. Instead, craft a menu that tantalizes the taste buds and captivates the eyes—after all, people eat with their eyes first. Ensure that the presentation is innovative and visually appealing. Your menu should align with the event’s theme while offering a variety of options to satisfy all appetites. This approach not only enhances the dining experience but also keeps your guests excited and engaged, making each event memorable and unique.

FOOD & BEVERAGE ACCESSIBILITY:

Nothing dampens the mood at an event more than long waits for food and drinks. Whether it’s a seated dinner, reception, or buffet, your guests shouldn’t feel like they’re playing a waiting game.

For a plated dinner, aim for at least four servers per table. For a formal high-end touch affair, consider synchronized service, where each guest is served simultaneously by their own server. This elegant approach ensures all plates are placed in front of guests at the same time, creating a seamless dining experience. Ideally, you’ll have enough staff to serve three tables simultaneously.

For buffets and receptions, the key is to avoid bottlenecks. If you have 250 guests, set up three identical buffet tables in different areas of the room. This speeds up meal service and reduces wait times, keeping your guests happy and engaged.

The bar is often the busiest spot at any event. To prevent long lines, I recommend one bartender per 75 guests and one bar setup for every 150 guests. For example, with 300 guests, you should have four bartenders and two bar setups, with two bartenders at each bar. Position the bars on opposite sides of the room to balance the flow of guests and ensure everyone has easy access to refreshments.

By optimizing your service setup, you can create a smooth, enjoyable experience that keeps your guests delighted from start to finish.

HOSPITALITY SERVICES:

To create a truly high-touch experience, ensure you have a dedicated team of hospitality staffers, including greeters, guest check-in personnel, event guides/ushers, seating managers (for seated events), coat checkers, and valet service. These professionals will elevate your event from the moment guests arrive until they depart, providing a seamless and memorable experience.

Upon arrival, guests should have the option of valet service or clear directions for parking. While venues often handle this, if they don’t, hire a valet service or provide detailed parking information in advance.

Position greeters at all entry points, and if your event spans multiple floors, add additional greeters to guide guests. At the main event space, a guest check-in desk is essential. This formal check-in process not only welcomes guests but also provides valuable attendance data for post-event evaluations. Use an alphabetized checklist, either manually or through a digital app/tablet for efficiency.

For events with multiple activities in different rooms, event guides/ushers are crucial. They help direct and motivate guests to the right locations, ensuring no one feels lost and that the event stays on schedule.

Don’t overlook the importance of a coat check service. Whether managed by the venue or an outside professional service, this ensures guests can securely store their belongings and enjoy the event without the hassle of carrying their coats or leaving them on chairs.

By incorporating these elements, you’ll create a polished, professional, and enjoyable experience that your guests will remember fondly.

INTERACTIVE ENTERTAINMENT

Events are designed to inspire camaraderie and encourage networking, but let’s not forget that people also come to celebrate and have fun! Engaging your guests is a crucial part of the planning process. Beyond having an amazing DJ or band, offer entertainment options that guests can enjoy at their own pace. Consider adding photo booths, caricature artists, interactive magicians, or a glammed portrait photo salon. These interactive elements will keep your event buzzing and ensure your guests have a memorable experience.

A PROPER WAY TO TRACK RSVPS

Investing in your holiday celebration is no small fete, and keeping track of your budget is crucial—there’s no room for guesswork. To ensure a seamless experience, establish a reliable method for guests to RSVP. Event management platforms like Eventbrite, Paperless Post, RSVPify, Whova, EventX, and Cvent are excellent choices. These tools not only manage RSVPs but also streamline your event planning process, ensuring a smooth check-in experience on the big day. Utilizing a proper platform guarantees accuracy in logistics and reporting before, during, and after your event, making your celebration truly unforgettable.

ORGANIZED SEATING ASSIGNMENTS

For events featuring a seated dinner or formal seating, having an organized seating plan is essential. Rather than leaving guests to find seats aimlessly, a systemized seating procedure ensures that all tables are filled appropriately. This approach minimizes the hassle of finding single seats for late arrivals, allowing you to seat them efficiently without disrupting the event. Displaying seating charts or providing table numbers on the back of badges at check-in, or using place cards, can streamline the process. Organized seating not only enhances the guest experience but also contributes to the overall flow and success of your event.

HAVE A THEME:

A well-executed theme can transform your holiday party into an unforgettable experience that stands out, engages, and delights attendees. It creates an atmosphere that guests will rave about long after the event, eagerly anticipating next year’s celebration. From the moment they receive the invitation, your theme should spark excitement and F.O.M.O. (fear of missing out), compelling them to RSVP with a resounding YES!

Whether you choose a “Masquerade,” “Hollywood Glam,” or “Met Gala” theme, aim to energize your party while celebrating your company’s unique culture and values. Craft a cohesive and immersive celebration that seamlessly integrates every element—from the invitation to the food and décor. This attention to detail will ensure your event is not only memorable but also a true reflection of your brand’s spirit.

CREATE YOUR KPI’s

To ensure your annual holiday party is a resounding success, it’s crucial to plan effectively and establish key performance indicators (KPIs). These metrics not only measure the success of your event but also help identify areas for improvement year after year, serving as a valuable guide for future planning.

KPIs such as attendance rate, engagement levels in onsite activities, networking and relationship building (both during and after the event), post-event productivity of employees, and budget adherence are essential. By tracking these indicators, you can gain insights into what works well and what needs adjustment, ensuring each year’s celebration is better than the last. This strategic approach not only enhances the guest experience but also aligns the event with your company’s goals and values, making it a truly impactful occasion.

POST EVENT FOLLOW UP:

After your event, it’s crucial to follow up with all attendees to maintain the high-touch experience. Within 24 hours, there are two key tasks to complete! First, send a thank-you email to your attendees, including a few captivating photos from the event, and tease them with excitement about next year’s celebration.

Second, gather valuable insights by sending a post-event survey within 24 hours. This feedback will guide you on what worked well and what needs improvement, feeding into your KPI measurements. Use tools like SurveyMonkey or Google Forms to create these surveys.

To establish F.O.M.O. (fear of missing out) post-event, send photo highlights to all attendees, regardless of their RSVP status. Craft a creative email campaign showcasing professional photos that capture the fun and essence of your event. Sharing these highlights reminds attendees of the exhilarating time they had and entices those who missed out to RSVP “yes” next year. Tailor your email campaigns for different groups: those who attended, those who didn’t, and last-minute no-shows with a “sorry we missed you” message. Aim to share these highlights within seven days, coordinating with your photography team to ensure timely delivery.

Lastly, encourage attendees to share their experiences on social media (LinkedIn), tagging your company. This not only boosts engagement but also serves as another KPI for event satisfaction. Post event photos on your company’s LinkedIn page to showcase your vibrant company culture and highlight how you reward your employees, reinforcing your brand as the best place to work.

IN SUMMARY

Hosting a holiday party is a way for a company to show their appreciation for their employees’ hard work and dedication for the year and remind them of the positive aspects of working with your company.  Plan smart, plan effectively, and keep your employees top of mind during the planning process!  Contact us as we look forward to hosting your next company holiday party!!!

 

(Photography Credit:  Ana Isabel Photography | Event: Advanced Decision Vector’s corporate holiday party by us – Signature Concepts LLC).