Finding the right venue is the first step in planning a successful office holiday event. Keep these tips in mind as you look for the perfect place to throw your office’s holiday party this season.
Remember the Purpose
The venue has to be able to accommodate the activities that support the purpose of your event. Often, a holiday party is a social event to show appreciation for the hard work of employees. Social holiday parties may require room to set up a stage for live entertainment or dance floor. Your venue might need to be more intimate for holiday parties that emphasize a business purpose like networking or team building.
Make Sure the Capacity is Appropriate
You want the capacity to be just right. Everyone will be uncomfortable in a venue that’s too small. On the flip side, your guests may feel like they’re sitting in an echo chamber if a space is too large. To get the capacity right, you need to know the maximum number of people who may attend. Don’t forget to accommodate attendees who might show up without an official invite. For parties held outside of standard working hours, your employees may assume spouses are welcome. If your event is during working hours, will your colleagues invite non-employees like their favorite vendors or clients without telling the party organizers? Consider sending out a save the date email or even an informal survey to poll the team and see what everyone’s preferences are. Once you can make an educated prediction, use our Holiday Checklist which includes a handy planner for seating layouts.
Look for a Convenient Location
An inconvenient location can lower attendance. The ideal location would be within 5 miles of your office. When that’s not possible or desirable, your location needs to be accessible by the modes of transportation that your employees use. For example, if most of your guests are driving, you need a venue that has a sufficient number of free parking spaces.
Be Clear on What’s Included
Some venues provide everything. Other venues give you access to an empty room, which means you’re responsible for chair and table rentals, linens, and any other equipment you need. Of course, many venues fall somewhere in between those extremes. Just make sure you understand your venue rental contract entitles you to before you sign. If your office needs assistance with event rentals during the holiday season, contact us today. We would be happy to help guide you in the right direction!