A venue can have a big impact on the feel and success of an event. If you’re planning a company holiday party, you’ll want to find a venue that is festive and appropriate for the occasion. You must consider the objective of the event, as well as other factors such as the location, cost, space, facilities, and personnel. Each factor can make or break your party. Let’s take a look at each one in more detail.
Define Your Needs
Do you want a sit-down dinner? A cocktail party? An outdoor event? Is there enough room for all of your guests? What’s your budget? These are a few important factors to consider when planning an event.
When planning any event, the first step is to establish specifications for the event. This will include deciding on key factors such as the date, time, location, and budget. Once you have a vision for your party, it will be easier to find a venue that meets your needs. Think about:
Location
The best company holiday party locations are convenient for all your guests to get to. If you don’t have many company holiday party venues near you, you’ll need to be sure you begin your search early in the season.
availability
You’ll need to make sure that the date and time are available for your party. Consider the time of year and how that will affect your guests’ availability.
Rates
Venue rental fees and other charges can add up quickly. Make sure you have a firm budget in mind before you start venue shopping.
Attendance
How many guests are you expecting? You’ll also need to know about any special requirements your guests may have as well.
Design and Style
What kind of atmosphere are you looking for? Make sure the venue is in line with your overall vision for the party.
Event Requirements
The size of the venue, room dimensions, and other special requirements you may have for your event.
Holiday Party Location Ideas
As a party planner, you know that the destination or site of a party is important. When selecting a site for events, party planners must consider the proximity and accessibility of the location. This includes things like the distance to the airport, routes, and access to adjacent parking areas, routes and access to public transportation (trains, buses, subways, etc.), and even access to the event grounds. Below are some popular corporate holiday party venues:
- Picnic areas
- Playgrounds
- Fairgrounds
- Rooftops
- Pools
- Private clubs
- Hotels
- Ski lodges
- Theaters
- Theme parks
- Performing arts centers
- Sports fields
- Retreats
- Banquet halls
- Sports stadiums
- Breweries
- Restaurants
- Marinas
- Building lobbies
- Campgrounds
- Casinos
- Government buildings
- Concert halls
- Beach clubs
A Note on Company Policies
Internal policies are also an important consideration for corporate holiday venue locations. For example, if your organization requires that there be a host office for all conferences and events, then you’ll need a holiday party venue near enough to one of your offices so that they can serve in this role. However, while internal policies are an important factor to consider when planning an event, they’re not the only factor. Another key consideration is how attractive the destination or site is to the attendees as well. This includes things like the availability of cultural sites and attractions, restaurants and shopping options, theaters and musical venues, and so on.
Cost
There are many things to consider when choosing a party venue, but the cost is often one of the most important factors. Rental rates for party venues can vary widely and can have a major impact on the overall budget for the event. Other factors that can affect the budget include travel distance and transportation costs, parking fees, and food and beverage costs. To get the best value for your money, it’s important to weigh all of these factors carefully when choosing a party venue.
But even if you find a great venue near you that fits within your budget, there may be other expenses to consider. For example, if the facility or site is beautiful but lacks sufficient parking areas or toilet facilities (in regard to quantity, quality, or ADA accessibility), you may need to secure additional equipment and services in order to set up the site properly. This can add significantly to your overall costs and should be taken into account when making your decision.
Space
When planning a holiday party, one of the most important things to consider is spatial requirements. Space is at a premium during the holiday season, and you need to make sure that you have enough room for your guests, as well as all of your decorations and equipment. You also need to think about the function of each room and how it will be used during the party. For example, you may need a separate room for registration or for catering.
You also need to ensure that you have enough storage space for all of your supplies. And don’t forget about capacity—be sure that your venue can accommodate all of your guests.
Designing Holiday Party Invitations
The design of the invite can set the tone for the entire event. Is it a humorous and quirky celebration? No matter what the theme is, the graphic design makes a difference between a memorable invitation and one that’s just “meh.”
Facilities
When planning a holiday party, it’s important to consider the facilities that are available at each venue and whether or not they meet your needs. Every site has different capabilities and features. This includes amenities such as internet connectivity, sound systems, and projection equipment. If you need a stage for performances or speeches, you’ll need to make sure that the venue has one that is appropriate for your event.
You should look at the physical attributes of the venue. This includes things like the availability of parking, toilet facilities, and dining options. Recreational facilities are another factor. These include pools, playgrounds, and sports fields.
The venue also needs to be safe for your guests. This means adequate security, proper accessibility, first-aid stations, and emergency exits. It’s also important to have a plan in place for dealing with unexpected emergencies.
Personnel
Event coordinators should always consider the quality of service when selecting a venue. Personnel is just as important as the property itself. Managers, chefs, banquet staff, security, and janitorial staff are all essential to providing quality service. Good service can overcome many weaknesses in a venue, while poor service can ruin the value of an excellent property.
Exclusive vendors can also be a valuable asset to a facility. Some venues may allow you to bring in outside vendors. This can be a good option if you have specific needs that the venue doesn’t offer. However, be sure to check with the venue first to see if this is allowed.
Scouting Out the Perfect Holiday Party Venue
As a party planner, it is important to be diligent when scouting for a holiday party venue. Venues can be found anywhere, from purpose-built event spaces to traditional locations that can be developed in new ways. No matter where you look, By doing your due diligence when you are hunting for holiday party venues, you can ensure that you find the perfect space for your event.
