An Event Presenter’s Guide To Host A Christmas Party

An Event Presenter’s Guide To Host A Christmas Party

People love to meet and connect with new people whether it is on social media or a Christmas party downtown. Christmas season being everyone’s favorite time of the year, also turns out to be the most revenue-generating season for event organizers & hospitality venues. With the festive season coming soon, they have a great opportunity to start planning events early. 

Here’s a Step-by-Step Guide to Plan & Host Christmas Parties:

1. Plan Early

Starting early has its own benefits. Create and manage your events directly from the Online Ticket Store and Event Setup Wizard to get a headstart. You’ll be able to gauge the initial response you receive if there is a need to alter your marketing or sales strategy. Again it depends on how well you’ve created a roadmap for your event from start to finish. 

Here’s a quick Guide To Creating A Logical Event Agenda that will help you stay on top of things.

2. Stick To A Budget

When you’re planning an event, everything boils down to the budget. Every event you plan will have similar costs involved. Create a basic structure for your Christmas event and make changes according to the future events you’ll organize. 

Keep in mind the infrastructure cost, cost of the venue, catering charges, and an extra amount to cover all contingencies. Make Sure to check out these Foolproof Ways Of Sticking To Your Event Budget.

3. Design Unique Christmas Invites

Have you planned a grand Christmas party? Make sure your Christmas invite is as unique and appealing enough to lure your attendees. A few things to consider while creating an invite, if it’s an email invite, personalize it. For social media campaigns, choose either a GIF of elves inviting your guests for an event or an image with Candy canes and a Christmas tree image with your event details. 

Use our email marketing integration to send out those creative Christmas invites in a timely manner and get ready for a merry response.

4. Book Your Venues

Once you’re clear about the budget, the number of attendees, and the event date, book your venues straight away. Since we are talking about Christmas events here, if the location you choose is a popular one, don’t wait until the last minute to book it. Figure out if you’d love to have an outdoor adventure this Christmas with a Skiing event or an indoor event with some great music. Learn more about Choosing Between Indoor & Outdoor Venues. 

A few things to consider while booking the venue are the venue itself, the traffic in the locality, the distance to get there, and the parking facility. Geotag your event and share it on your social media, so that it is easily accessible.

5. Invest In Good Decor

You picture the venue to be all lit up with beautiful decorations but when you get there, it’s just the opposite. How many times does this happen to you? Let your decor speak for you and your event. 

Children’s faces light up when they see Santa and his allies. Consider placing one along with Rudolf the reindeer at the entrance. From white Christmas to an elf-themed event, make it a delightful one for your attendees by investing in good decor.

6. Event Catering Is A Must 

Christmas is the season to eat, drink, and party. While planning your next Christmas brunch, spruce up the table with dishes like roast suckling pig, roasted turkey, or lasagne with ham. Your desserts can include Bûche de Noël, Christmas pudding, Candy cane cookies, and Strawberry Santas. Christmas is incomplete without wines and champagnes. Check out these 5 Event Catering Tips You Can Consider.

7. Use Proper Signage

Inconvenience and confusion are an event presenter’s worst nightmares. Imagine elf-dressed kids entering the smoking area or your attendee has arrived early and wants to snack on some gingerbread cookies, but there’s no proper signage to guide them. It can lead to worse experiences and give you a bad reputation. Place clear signages for every area to avoid any discomfort for your attendees.

8. Offer Christmas Discounts

As an event presenter, you already know how well offers work for you and your attendees. With Christmas planning coming in early, make sure to create and offer different types of discounts and packages that will entice your guests to book in advance.

9. Promote Your Event

Just as you planned your event early, promote it early too. Optimize your event page with keywords like Christmas event in the content to increase the event visibility. You can even use influencer marketing to create hype locally. Use visually rich platforms such as Facebook and Instagram to get the word out in a cost-free manner. 

Check out these 7 Tips To Increase Event Visibility on Facebook & Instagram.

10. Use Surveys & Questionnaires

What if you give your attendees just what they need? You’d have a sold-out event only because of your brand image. With our Surveys & Questionnaires feature, find out if they’d like white Christmas or the Elf theme. Also, check how many are vegan, their interests, the food they like, and incorporate it in the Christmas party you organize to give them the best experience. Attendee feedback accelerates your event planning.

11. Facilitate Easy Check-In

Long queues on a chilly Christmas night can be frustrating. Give your attendees a seamless experience with our YapScan app as it can handle large volumes of the crowd easily and eliminate the chances of duplicate tickets.

12. Follow Up Post Event

One thing most event presenters miss out on is following up on the attendees post the event. Take feedback from your attendees to understand what went well and what didn’t. That way you can improve your next Christmas event based on the feedback you receive from the most obliged fans. Taking feedback is a great way to show your attendees how valuable they are.

While you use this step-by-step guide to plan your next Christmas party, don’t forget to read more of our Christmas planning blogs that will guarantee a fruitful season filled with laughter and joy.

More Christmas planning resources: 

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