How To Plan A Company Holiday Party
Holiday parties are one of my favorite events to produce. The great thing about this type of event is there is not a huge stress on the employees to meet goals or time constraints to complete the project.
The whole thing is a celebration of what the company has accomplished over the year and to get to know each other a little bit more.
I kind of see it like flower delivery – who doesn’t want to receive flowers OR have a party thrown for them.
Now these events can be a huge production or very simple, but the ultimate goal is for the employees to feel their contributions to the company have not gone unnoticed and this celebration is a reward for their hard work.
Below gives a 2-month action plan. Don’t have that much time? Don’t worry, complete what you can, the most important items will have a double asterisk.
Can you ask co-workers to help plan? Even if it’s an hour a week or someone you can bounce ideas off of it would be a big help.
If you can get help, communicate regularly with the Event Team via email, meeting, call or text to ensure everyone's on the same page and things are getting done. But keep in mind they are volunteering their time, get their buy-in on assignments and due dates. Below is a simple To-Do List categorized by months or weeks out from the event.
2 Months Out (Or Really 1 ½ Months Out)
Create a budget (here’s a blog post for that) or get the number from the powers above **
Put together an Event Team
Assign the below checklist items to each team member
Research venues, do phone interviews and site visits for best options **
Create and send invite once date and location secured **, create event webpage (if desired)
Contact vendors for quotes (always ask for an all-inclusive quote that includes tax, gratuities, service charges and any other costs) **
* Set up a webpage for all event info It can be on your company website, Facebook or use an event hosting platform (like Eventbrite). This is a great way to get RSVPs, send out event info & people can check from smartphone. Include on the webpage: date, time, location, direction, parking info, dress code and any other info you want them to have.
1 Month Out
Confirm and contract with all event vendors **
Create/draw a site layout and get advice from event vendors **
Finalize menu and beverage arrangements **
Create artwork and order long-lead print items that take a long time to ship (AVOID rushed shipping)
Order event supplies (i.e. decor, parting gifts, etc.)
2 Weeks Out
Do a final walk thru at the venue with all the vendors. Make certain the rental equipment company, A/V company, and caterers are there and have a chance to talk about set-up (include the entertainment company if it’s a big production that takes a lot of space)
Create day of event timeline (includes the first delivery to the final pick-up) and day of event checklist **
Create scripts for people on stage (if applicable)
Send artwork for quick turnaround items (i.e. signs, Red Carpet backdrop, etc.)
1 Week Out
Re-confirm all event vendors and get the main contact’s cell number for day of event **
Meet with Event Team and decide on day of event roles **
Receive event supplies, gifts/prizes
Update day of event timeline, checklist and site layout with any changes
Give final guest count to rental company and caterer/bar service for adjustments to orders **
Send reminder email to RSVP list with final event information (i.e directions, parking, dress code – especially if you don’t do an event webpage) **
Day of Event
Print RSVP list (sorted by last name). If using a tablet/phone, print one copy just in case the tablets decides not to work…it happens often **
Hold a meeting with team & event vendors for last minute information
Do a final walk thru to see venue is set-up as planned, make adjustments where necessary **
Rehearse program with AV company at least 1 hour before guests arrive
Post Event
Send thank you email to all guests with link to photos
Send thank you letters to event vendors
Post images on Social Media (if allowed)
This checklist is basic but should lead you in the right direction.
In case you missed it, here’s our last blog post for ‘6 Holiday Party Themes.’
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