As quickly as summer seems to have passed, the holiday season will be here, making it time for the holiday season! Despite signs of a lackluster economy, most employers recognize that holiday parties are a great way to show appreciation to employees and customers; to entertain guests and impress potential customers. Even as early as September, we saw the number of inquiries about Christmas parties at our offices double compared to last year. Companies realize the importance of keeping morale high and the company holiday party may be just the thing.
Whether it’s a corporate party or a private social event for family and friends; Planning ahead will save you money, stress, and ensure success. Caterers have a wealth of experience in seeing the dos and don’ts of planning corporate Christmas parties. We’ve compiled a list of our most notable insights.
plan early
Now is the time to talk to suppliers, before they get too busy, to ensure the best service and price. And keep in mind that there are only a few weeks and weekends leading up to Christmas and Hanukah when most of the holiday festivities take place. The best catering services, with the best reputations, are searched for and booked in advance. Any delay on your part could mean not being able to book the caterer of your choice and unfortunately that can mean a “roll of the dice” on the success of your party and the memory that will remain with your guests. Therefore, advance planning is vital to throwing a successful Christmas party.
Decide the place and date. Having the party in the office is more convenient for employees and promotes business familiarity with your customers. Consider the feasibility of office and parking space; cocktail parties do not require formal seating and encourage sociability. Choose a date in early December instead of later to avoid scheduling conflicts with guests. Alternative locations that aren’t your typical hotel banquet room encourage interest in attending, giving you an edge when guests are faced with many holiday obligations. The company president’s house, museums, historical monuments, building rooftops or atriums, airports, retail stores, and entertainment centers offer a certain novelty that can add excitement to the party.
Define the purpose of the party
Is the goal to thank key stakeholders, customers, and/or employees for their help and support throughout the year? Do you hope to promote team building, motivation and strengthen relationships between employees? Including families in the invitation allows a small group to become more intimate and requires a large group to have specific considerations. Perhaps the goal is to impress clients with the diversity and depth of your services or products outside of the traditional sales environment. The company may simply want to celebrate the holidays or its successes of the year. What had been done in the previous years and how well were the efforts received? Identifying these factors will determine the guest list and format of the party.
Budget
If you are the event planner and have been tasked with submitting a quote request to your company, be sure to make plenty of preliminary calls and do your homework to research pricing before requesting a quote. If you are going to make an investment in a party; You don’t want to come up short, so prior due diligence is a must. Include decoration and entertainment aspects in your results.
Once you’ve established a budget that your business is comfortable with, you can evaluate your options. Generally speaking, Friday and Saturday parties are the most expensive options, followed by Sunday and then Thursday. Party alternatives Monday through Wednesday really help stretch your dollar. Weekday luncheons or cocktails are also inexpensive alternatives to formal dinners.
Select the right catering service
As with any business, referrals are always the best source. Other good sources would be to check with some of the more popular venues in your area that rent out their facilities to host social and corporate events and ask them for a list of preferred caterers. One surefire way to narrow down your list is if you repeatedly see the same provider on multiple places’ preferred provider lists.
Now that you’ve narrowed your list down to no more than a few caterers, consider the responsiveness of each caterer. Did they answer the phone professionally or call you back immediately? Did they listen to you and your needs or did it seem like they did the talking all the time? Did they say they would get back to you with suggestions or proposals and did they actually deliver? If they are not timely and thorough and do what they promise early in the process when trying to win your business, it is indicative of the level of service they provide if you hire them.
invitations
Invitations must be sent at least one month in advance. In addition to clearly stating the date, time, and location of the party, it’s helpful to specify appropriate clothing, directions, and parking options. Caterers will require a final guest count one week prior to the event; therefore, an RSVP deadline of 10 days before the event should clearly include a contact name, phone number, and email for responses. Including “Repentances Only” in an invitation is a surefire way to waste effort and money on an unreliable final tally. It has become popular for email invitations that save on postage and paper costs, however attendance can be lower if invitees don’t get that tangible reminder.
Menu and decoration
Choose a theme: A traditional Christmas party, a seasonal one like Winter Wonderland, or a cultural or regional influence will give the party parameters that add interest. Don’t be afraid to get creative as you personalize the event by using corporate colours, company logo or tagline to highlight branding efforts and encourage corporate identification and pride. The trend is toward informality that allows guests to socialize and mingle to enhance relationship building.
Call party providers regularly to stay in touch and confirm details. Especially when planning an event over the course of several months, you want to make sure decisions are communicated and details documented. Don’t choose a menu based on personal taste when you’re trying to accommodate a diverse group. Trust the catering expert to choose a balanced menu with versatility and your most delicious dishes within your specified budget.
Drinks
Most corporate events include alcoholic beverages. Limiting your options to wine, beer, and a specialty drink has become an acceptable alternative to offering a full bar. Limiting the open bar to an hour or two and then turning it into a cash bar helps curb the overindulgent. Ensuring a substantial menu is also an important factor in avoiding embarrassing behavior.
entertainment and gifts
Will there be dancing? Budget may dictate whether you choose a DJ, live music, or just having music in the background. Some kind of music is essential to liven up the atmosphere and make the event more socially conducive and festive. Favors, prizes, and prizes are important components of impressing your guests and recognizing your value to the company.
If the budget doesn’t allow for a photographer, assign a designated photographer (or two depending on the size of the group) to record the event for company history and perpetuate the goodwill recorded in the images. The company president, CEO, owner, or manager should take the opportunity to welcome and thank guests, as well as mention some highlights from the past year and goals for the future.
remember the goals
Once you’ve made your decisions, stick with them. If you change one person’s plans, you’ll have unlimited individual requests that are impossible to crack. The event should be memorable, enjoyable, and make guests feel appreciated. Any event you host will leave a very lasting impression on the people who attend.