As we arrive at the last quarter of the year, we are reminded that the holidays are only weeks away. Yikes! However, as a professional planner I have, of course, already purchased, individually wrapped, and tagged all my holiday gifts.
OK. Well, not really ... I'm still recovering from summer events! But I have started planning corporate and private holiday parties and you should, too!
For many, holiday party planning can seem daunting. There is so much to consider. The No. 1 concern for party planners extraordinaire and novices is ... budget. It has always been the most common challenge, and this year is no different. After many years of party planning, I have had my fair share of working within a limited budget, so here are some tips on how to maximize your budget and host a memorable holiday party for your employees, family and/or friends!
Date and time selection
Weekends are the most common time to host an event, and because this coming December has five weekends, that gives us more opportunities to attend and, more importantly, host parties.
Now, technically two of the Saturdays are Christmas Eve and New Year's Eve, so unless you are planning on hosting on the actual holiday you are limited to only three Saturdays to select from. While that may seem to create a problem, you and every other company or hostess is vying for the same venues with limited date options, it actually can work to your advantage.
Because weekend evenings are in high demand they also come with premium charges. Some venues will actually charge less for events held on days other than a Friday or Saturday and during "non-rush" times. Costs
can be dramatically reduced by selecting a low-demand day such as a Monday or Wednesday or even in January (no one said holiday parties must be limited to only December).
It can also be helpful to not limit yourself to an evening event. Consider a brunch, lunch or happy hour themed holiday party. You may encounter less date conflicts with guests and venues are thankful for the extra business during their non-busy times.
Employee participation or professional help?
An often-unaccounted cost is when you recruit employees to plan the event. If the job of planning your annual holiday party falls on an employee, can he or she continue their usual workload? Will the planning process interfere with their regular work schedule? Does your employee have experience in party planning or negotiating vendor contracts? At Premier Events and Design, we calculate approximately 40-50 hours in planning a corporate or private holiday party, so if the answer to any of the questions above is "no" you might be losing valuable employee time. Bringing in a professional could help reduce unexpected costs, stress, and hassle associated with party planning.
Vendor selection
Being a local business owner, first and foremost for my company is to hire and use local vendors for all elements in a party. Everyone is looking for ways to keep doors open, and keeping the funds in northern Nevada is the best way to do that. In addition, most locally owned businesses appreciate that commitment and will be willing to customize their contracts to fit your holiday party budget.
Don't be afraid to lay out your expectations and budget limitations. Ask the vendor to help work on different options. Keep in mind that it is a mighty fine line between being fair and cheap, so make a decision that works best for your event.
The benefits associated with bringing in a professional will always outweigh the fees: work productivity will continue, all employees will be able to enjoy the party, and you won't have to worry about small details because that is the job of the professional! And because professional planners have years of experience, we are far more apt to stay within your budget and account for all the variables that can occur during event planning.
Miscellaneous ideas
There are other small choices that will help add up the savings too!
* Use evite.com instead of sending out traditional invitations. The site is free, has a large variety of design options and can easily cut out unnecessary printing and postage fees. Go green!
* Choose your office as the venue. No site fee rental charges! Use the furniture you have and just rent linen to create a cohesive look.
* Eliminate employee gifts for every employee, instead purchase five to 10 gifts and host a raffle.
* Reduce decor to simple themed linen, candles, candy, or balloons. Don't turn up your nose at the options at the dollar store. For a one night affair they have a decent variety of decor options that will easily (and cost effectively) liven up a room!
* Hire a DJ instead of a band. Band members typically get paid anywhere from $1,000- $1,600 for three hours. On the other hand, a DJ might charge about half that price.
When all is said done, there are important elements of any party that everyone should be aware of.
Here are our top five important elements to make a successful party:
No. 5: See the venue in person. Choose wisely, a venue can add to or take away from the mood of the evening. Make sure the place you choose has the casual or dressy "feel" you are going for.
No. 4: Plan the right music at the right noise level. Live or canned, too many mistakes can occur and music really sets the mood. Make sure someone is in charge of the music so they can take a song request or change the volume to match the party's energy.
No. 3: Bring the scents. Cinnamon, evergreen, and other holiday fragrances can be enjoyable, but too much of a good thing can ruin an appetite or create a sneezing spell. Choose unscented candles.
No. 2: Take time to taste the food prior to the event. Food is a large part of any party and it is critical that the caterer is competent, creative and willing to work within your budget while still providing excellent food and service. Nothing is more of a downer than getting a great-priced meal that tastes awful.
Andthe most important element to any party is...
No. 1: Honoring the guests. The feelings your guests have while at the party and afterward is described as the "afterglow". Make them feel important and that you are honored to have them at your holiday party. You want to give them a night to remember.
With all these tips and tricks, we know you can create a memorable holiday party and still maintain your budget. Now, let's start planning!
Kathy Parker is the owner of Premier Events and Design, an event- planning company in Reno. Contact her through www.PremierEventsandDesign.com or Kathy@premiereventsanddesign.com.
