For an event presenter, Christmas is yet another excuse to party. It’s that time of the year when every single soul is happy and finding reasons to rejoice. While hosting an event during this period looks like a fun idea, it can prove to be just as exhaustive when you’ve to struggle for venues and caterers and every little thing to make your event a merry one.
What kind of Christmas?
As preposterous it sounds, you have to briefly chalk out the kind of Christmas event you want to organize. It could be a small dinner party in a pub or a restaurant, or a shared party night, all depending on the kind of guests you’ll be having, your budget, and of course, your organizing capabilities. If you have a small team, it won’t make sense to join a big party. And if your guests have family commitments, they won’t prefer dancing till the sun comes up, so a lunch would be a great option. Even teaming up for events like a concert event, or ice skating, pose as good ideas. Be sure about the event timings, though, whether it’ll be during daytime, evening, or night.
It’s a Date!
Choosing the right date is extremely important, because a wide range of factors have to be considered – availability of your key clients and team members, availability of venues, the nature of your event, etcetera. At the same time, it has to be as close to Christmas as possible. Select a few potential dates and send them around in your office to see which ones are preferred the most. Weekends aren’t popular for corporate parties, but you can make sure everyone ends up having fun. A weekday would be good, but if the event is going to result in hangovers, you could probably allow your team members to come to work a little later than expected.
After choosing a date and setting the per head budget, your next stop is selecting the venue. Again, a wide range of factors have to be considered. If you’re not providing transport, choose a venue that’s close to train or bus stations, and onsite or nearby accommodation would be an added bonus if your guests are planning to stay the night. Find out the catering packages offered by the venues and seal the best deal, but always remember – the best option need not be the cheapest one. To avoid extra decorations, you could replace a conference suite with a quirky venue, like a castle or a boat. Do visit the site and talk to the venue manager to obtain all necessary details so that you get a fair idea of what you’re getting already, and what more is required. Lastly, don’t forget to read the terms of the contract and the charges thoroughly before signing.
A little bit of Sparkle
Because, it’s Christmas! No party can be complete without entertainment (and booze, of course). You could have a costume party, or one with a color theme, to make it interesting for your guests. To get them in the mood, start with some festive arrival drinks like Christmas cocktails or hot mulled wine. Having small gigs to start the party, you could have a wine tasting quiz, or a magician, to get people from different teams to talk to each other. There are plenty of ways to add entertainment to your party – circus acts, bingo, karaoke, murder mystery, comedians – you just need to choose some depending on your budget and time constraints.
Those small little things…
Finally, take care of the finer details. Send out the party invites to all your guests and make sure you’re requesting them for details regarding dietary or other requirements. Using Yapsody, you can have a dedicated page for displaying details of your event and managing your registrations.
Once you receive the RSVPs, work the table plan. Devote some time to figure out who should be seated next to whom, and you could plan a seat swap after every course so that there’s scope for mingling.
Next, draft a full itinerary of your event to make sure nothing goes awry. Include all the little details, the timings, locations, and contact details for everyone who’s involved. Ensure that every supplier has a copy of the itinerary. You can sit back and hope for everything to fall in place, but just in case something goes amiss, make sure the suppliers know whom to contact in case of an emergency.
Lastly, hire a photographer to capture the memories. You can put these pictures up on the Facebook page, company blog and website, and other channels so that everyone has access to the fun moments they were a part of.
Oh, and the bit after the last one, but definitely not the least one – Yapsody wishes you a very Merry Christmas!