How to Kickstart Corporate Holiday Party Planning

Planning a corporate holiday party can be both exciting and overwhelming. With so many details to consider, it’s important to start the planning process early to ensure a smooth, stress-free event. Kicking off the planning early not only gives you time to secure the best venues and entertainment, but it also allows you to customize the event to fit your company’s culture and goals. In this article, we’ll explore the key steps to kickstart your corporate holiday party planning and make it an unforgettable event for your employees.

1. Set a Budget

The first step in planning any event is to set a realistic budget. Your budget will determine everything from the venue and food to entertainment and decorations. It’s important to set a budget early in the planning process so that you can allocate resources appropriately and avoid last-minute surprises.

When setting your budget, consider the following:

• Venue Costs: The venue will likely be one of your largest expenses. Consider the size of your guest list and whether you’ll need additional space for entertainment or activities.
• Entertainment: A comedy hypnotist show, live band, or DJ are all great options for entertainment. Factor in the cost of booking performers and any necessary equipment.
• Food and Drink: Determine whether you’ll be serving a full meal, snacks, or a buffet, and account for beverage options, including alcohol if applicable.
• Decorations and Theming: Decide on a theme for the party, and plan your decorations accordingly. This can include centerpieces, table settings, and any extra lighting or props you might need.
• Additional Costs: Don’t forget to account for transportation, security, photography, or other additional expenses that may arise.

Having a clear budget will help you make smart decisions and ensure you stay within your financial limits while still creating a memorable event.

2. Choose the Date and Time

Once your budget is set, the next step is to choose the date and time for your corporate holiday party. The timing of your event can greatly affect attendance and the overall success of the event. You’ll need to consider your employees’ schedules and avoid any potential conflicts with other events or holiday plans.

Here are a few tips for selecting the perfect date:

• Avoid Busy Dates: Try to avoid scheduling your party on dates that overlap with other major events or public holidays. It’s also a good idea to avoid the busiest days in the month of December.
• Consider Work Schedules: If your employees have flexible work schedules or are working remotely, try to pick a date that works for as many people as possible.
• Timing of the Event: Decide whether you want to host your holiday party during the day or in the evening. Evening events are typically more festive, but day events may be easier for employees with families to attend.

Choosing the right date and time ensures maximum attendance and sets the tone for the holiday season.

3. Secure the Venue

The next step in planning your corporate holiday party is securing the venue. Depending on your budget and the size of your guest list, your venue options will vary. It’s crucial to choose a venue that fits the atmosphere you want to create while also being accessible to your employees.

When selecting a venue, keep the following in mind:

• Location: Choose a venue that is convenient for the majority of your employees to reach. Consider proximity to public transportation or parking availability.
• Size of the Venue: Make sure the venue is large enough to accommodate your guest list without feeling overcrowded. You also need to account for space for dining, dancing, and entertainment.
• Ambiance: The venue should match the tone you want for the event. Whether it’s a formal dinner or a casual celebration, the venue should reflect the atmosphere you’re aiming for.
• Availability: Popular venues can get booked quickly during the holiday season, so make sure to reserve your venue well in advance.

Securing the right venue early in the process ensures that you’ll have a great space to host your event and sets the foundation for the rest of your planning.

4. Book Entertainment

Entertainment is a key component of any successful corporate holiday party. It’s important to book entertainment early to ensure availability and avoid last-minute stress. Depending on your event’s vibe, you can choose from a variety of entertainment options that will keep your employees engaged and entertained throughout the evening.

Consider these entertainment options for your corporate holiday party:

• Comedy Hypnotist Shows: A comedy hypnotist show is a great way to add humor and interaction to your event. Hypnotists engage employees by inviting volunteers to participate in funny, lighthearted activities that everyone will enjoy watching.
• Live Music: Hiring a live band or DJ will provide music throughout the evening, setting the mood and encouraging employees to get on the dance floor.
• Games and Competitions: Interactive games, trivia contests, or raffle drawings can add excitement to your event and encourage friendly competition among employees.
• Photo Booths: A photo booth with fun props can be a hit, giving employees a chance to capture memories from the party and create lasting keepsakes.

Booking entertainment early allows you to select the best options for your event and ensure everything runs smoothly when the time comes.

5. Send Invitations

Once you have your venue, date, and entertainment secured, it’s time to send out invitations. Your invitations should be sent well in advance to give employees enough time to RSVP and make arrangements to attend. Consider using both physical invitations and digital invitations to ensure maximum reach.

Tips for sending invitations:

• Clear Information: Make sure your invitation includes all the relevant details—date, time, location, dress code, and RSVP instructions.
• Make It Fun: Your invitation sets the tone for the event. Use festive language and visuals that match the theme of your corporate holiday party.
• Reminders: Send out reminder emails closer to the event date to confirm attendance and ensure that employees are still planning to attend.

Sending out invitations early gives your employees plenty of time to plan and increases the likelihood of strong attendance.

Conclusion

Starting early with your corporate holiday party planning ensures that you have ample time to secure the best venues, entertainment, and catering options. By setting a budget, choosing a date, securing a venue, booking entertainment, and sending invitations, you can ensure that your corporate holiday party will be a memorable, enjoyable experience for everyone involved. Planning ahead takes the stress out of the process and allows you to create an event that celebrates your team and fosters positive company culture.

Ready to get started on your holiday party planning? Book a comedy hypnotist show today for a unique, fun experience that your employees will love!