Plan Your Company's Holiday Party in Five Easy Steps

Outside your office window, the thermometer might still be hovering in the 80s but pumpkin spice, Black Friday and the bourbon-versus-rum-in-your-eggnog debate is just around the corner!  If you are the person at your place of business that everyone will look to for this year’s holiday get-together, it’s never too early to set those plans in motion!

Here are five steps to take now that will pay off big time when the holidays are actually upon us!

Photo courtesy of Nixon Studios.

Step One

Set a date.  December is such a tricky month for event planning!  Even though it has 31 days, so many of them are absolutely out of the question for event planning thus you’re already starting out with fewer days to work with. By considering your team’s other obligations, vacations and work-related deadlines early, you can get your desired date nailed down and set so it’s not a scramble later on. 

Pro Tip: Who says it *has* to be in December??  There’s a lot to be said for the January holiday party!

Photo courtesy of Hillary Muelleck Photography.

Step Two

Book your venue.  Just as the calendar poses a challenge with limited dates, venues fill up fast in December so the earlier you start making calls and planning site visits, the more likely it is you can find a desirable date open.  Love a venue?  Ask for a courtesy hold on the best date available so that you can go back to your colleagues and take a poll before getting locked into a contract. 

Pro Tip: Thursday is the new Friday!  Grab one of the first Thursdays in the month for your celebration and we bet you can convince your boss to give everyone a half day that Friday!

Photo courtesy of Hillary Muelleck Photography.

Step Three

Confirm your caterer.  Just as the venues are in high demand for the holidays, caterers are sure to find themselves stretched thin also!  Review your menu and bar package options now, do any “taste testing” offered and then lock in a great food and beverage partner and you will be off to an amazing start!

Pro Tip: Know your per-person budget before you contact a caterer.  If you call and ask “how much is it to cater a party” you are likely to be overwhelmed with options!  However, if you call and say “we have a $50.00 per person catering budget,” your email will soon be filled with mouth-watering menu suggestions and you simply need to choose the one you like most.

 

Photo courtesy of Heather Beerman Photography.

Step Four

Plan your entertainment.  What style party does your team appreciate?  Dinner, Secret Santa and dancing or more family style with games, an art activity and an appearance by Ole St. Nick?  Hone in on your vision for the celebration so that you don’t find yourself going down a rabbit hole of bands, musicians, and jugglers.

Pro Tip: Contact your local non-profits with a child-related mission and ask about team building activities that might be available for your group, such as building a bicycle.  You and your colleagues will have a blast while also giving back to the community.

Photo courtesy of The Barn at Reynolda Village.

Step Five

Delegate!  This is probably the most important step because there is still a lot of work to do in order to execute a well-planned, stress free celebration!  Organize your most efficient and trustworthy elves, make sure everyone understands the vision for the event and then distribute them!  Some of the tasks to entrust to others are:

-          Invitations and RSVPs

-          Recognizing staff and company milestones

-          Transportation

-          Alcohol policy

-          Party favors or gifts

-          Ugly Sweater contest?

Pro Tip: Having bi-weekly meetings with everyone involved in the party not only ensures you will get the help you need to get things done but it also fosters bonding among the team and can increase staff morale! Win win!

If you are ready for step two, call The Barn at Reynolda Village to learn about available dates for your company’s holiday celebration. 

Mention this article for 50% off an optional upgrade!

336.758.BARN or sales@reynoldabarn.com

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