Step One for Planning a Holiday Event: Start Now!

It’s never too early for companies and social, charitable, or civic organizations to start planning their annual holiday party. There’s a lot to be done, but with a little organization, what may seem like a daunting task can be broken down into a series of manageable steps — a checklist of sorts outlining what to do and when. In other words, successful planning is as simple as having a plan.

Three months before…

Start the planning process three to four months before the holidays. Form a committee to plan the event and, crucially, establish a budget. Meet with key decision-makers and determine how much is available to spend.

Most importantly, remember that event spaces book quickly for the holidays, especially as the season approaches! So, quickly settle on a date and select a venue. Have a rough number of attendees in mind when researching spaces. The venue will need to be large enough to accommodate partygoers, tables, chairs, bars, and, if necessary, a stage, a sound system with a microphone and speakers, and possibly a head table for VIPs, special guests, or honorees. Keep in mind that space is key — it needs to be large enough for both guests and service providers while fostering a sense of intimacy and camaraderie without feeling overcrowded.

Will there be a theme? If so, how will that influence the selection of decorations, décor, and entertainment? Will there be a presentation, such as an awards ceremony or recognition of achievements or exceptional job performance?

To generate early enthusiasm, ask for companywide input via an online questionnaire, poll, or survey. This can function as a “save the date,” let everyone know their opinions matter, and give them time to plan for transportation, childcare, and accommodations if needed.

Research vendors who can bring the committee’s party ideas to life. A checklist may include:

  • Caterers
  • Decorators and florists
  • Entertainment
  • Photographers or videographers
  • Rental companies for tables, chairs, etc.
  • Transportation

Thoroughly research options by speaking with at least two or three vendors, and have some initial ideas for menus, entertainment, and flowers. Let the professionals present options that are most appropriate and likely to ensure the event’s success. The process should include:

  • Food and liquor, if included
  • Reading reviews and checking references
  • Meeting in person as much as possible
  • Clearly communicating expectations and budget

Two months before…

Select vendors and sign contracts, especially caterers, who tend to be fully booked through the holidays. Finalize the guest list. Will it include only employees or members, or will spouses and plus-ones be invited? Will higher-ups from out of town or special guests attend? Set a date for RSVPs, communicate guest policies, and specify the proper attire for the event.

One month before…

The holidays are special, and everything about the event should reflect that. This is no ordinary party. Send formal invitations — while this can be done online, printed invitations in envelopes are a nice touch.

Create a list of supplies the organizers will need on hand. Decide on party favors and goodie bags, order them, and determine how they will be distributed. Create a seating chart, order place cards, and draft a step-by-step plan for the day of the event, including vendor arrival times, setup, food service, entertainment, presentations, and cleanup.

Two weeks before…

This is crunch time, but with proper planning, there should be no overwhelming sense of urgency. Finalize all details by checking in with the venue, vendors, and suppliers to ensure everything is on track. Don’t hesitate to ask for regular updates, which will help make last-minute adjustments if necessary.

Test audiovisual equipment, lighting, and sound systems to ensure they function properly. Review the event timeline to confirm that the schedule is accurate and realistic.

The day of…

With everything in place, the day of the holiday event should be exciting rather than stressful. The professionals at Ball Event Center can ensure that whoever is responsible for running the show comes off as efficient, capable, and reliable. Success for Ball is not just a smooth, issue-free evening — it’s also about ensuring the event organizers are confident, relaxed, and enjoy the festivities just as much as their guests.

Excited to see what Ball has to offer? Contact us online today to take a tour and learn more about holiday party options!