We know summer hasn’t exactly been in abundance so far this year, but that is no reason to start discussing the ‘C’ word so early… Christmas.
I like to think that summer will make a reappearance for us at some point, but in our industry, we have to keep moving forward.
Apart from the fact the weather has us thinking it’s autumn already, we, as event planners, have learnt over the years to embrace the festive spirit well before the snowflakes start falling. It’s a strategic move, really, and makes all the difference in managing our winter calendar.
In this blog post, we’re diving into the art of early Christmas event planning and why we think more people need to get ahead of the game.
You might be wondering why we feel the need to get so far ahead of ourselves, but the answer can be quite simple. Securing sought-after venues, assembling (good) vendors, and concocting unique thematic ideas all require time.
In this debut northern hemisphere meeting of summer and Christmas, we reveal our top reasons why starting the yuletide preparations early is a decision you won’t regret, as well as shining a twinkling light onto the invaluable role an events company can play in turning your visions of festive grandeur into a seamless reality.
After all, the most wonderful time of the year deserves the most meticulous planning, even in the heart of summer.
Venue Availability
Don’t be mistaken, popular venues get booked quickly for the festive season, especially as a number of Events Companies will have partnerships with venues.
A good venue can really set the tone for your event, so you don’t want to leave it until you are left with no choice but to go to that pub’s function room you went to 3 years ago and didn’t like all that much…
By planning ahead, it can help us secure you and your party prime venues and locations.
Vendor Coordination
Juggling numerous vendors can be a mean feat, so having the time to do this can make all the difference in organising a seamless event. Each vendor plays such a crucial role in the execution of a good event that you want to be sure not to neglect them and ensure you get the best from them.
Vendors can be managed well by your Events Company – it’s the bread and butter of their jobs at the end of the day. They know how to keep everyone happy, negotiate the best deals and maintain the relationship for the lead up to the event (even if that is 6 months).
Early planning also allows you to have your pick of vendors. The good vendors will get booked up quickly, so if you have a vision in mind and want it executed well, it’s worth getting in there as soon as you can.
Budgeting and Cost Savings
Early planning allows you to prepare for the event in your yearly budget. This way, you’re not left with a small bank of money to work with because you forgot to allocate to the Christmas celebrations.
It also allows you plenty of time to deal with any unexpected fees and make changes where necessary to counteract this.
Whilst not every vendor will, some vendors will even give early booking discounts or deals, potentially freeing up some of the budget for another area.
Again, an Events Company can drive these negotiations and manage your budget, ensuring that your budget is split effectively and you aren’t spending all your time watching the numbers rise and fall. Your Event Manager can come to you with any crucial changes and allow for you to make re-allocation decisions, without the headache of the back and forth with a vendor beforehand.
Customisation and Creativity
It seems rather obvious, but early planning allows for more time to brainstorm and collaborate to build greater and more creative ideas.
You’ll have time to speak to vendors, the venue and determine how much of the budget goes towards this – all things that add up and could easily be overlooked.
It can be really special for your guests to experience an event that is tailored to them, or the company collectively through specific themes, concepts or feature installations.
By enlisting the help of an Events Company, you are bringing in professionals who may have unique and innovative ideas and the contacts to back them. And, if they know your budget split, they can work around you and your requirements, making it an achievable vision for you.
Guest Logistics
If you are planning an event for multiple offices or employees who are on a Work From Home or Hybrid contract, then it is not guaranteed that they all live in the same area. Thus, it becomes more crucial for you to plan in advance, so that those who are travelling from afar are not an afterthought.
You want a good turnout of guests, but without preparation, those who live further afield may not be able to secure travel or accommodation for the date of the event – especially in the festive season. By giving your guests enough notice, you’re demonstrating thoughtfulness and consideration for their commitments, making your event (and company) more enticing and enjoyable for all involved.
When planning the event, you cannot neglect this factor, as it will make your employees think you don’t actually care about prioritising them and will leave a negative impression. Early planning shows you value their presence and want to make their experience as seamless and memorable as possible.
Early planning is not simply for your benefit in setting the stage for a magical event, but also ensures your guests’ festive season is as stress-free and joyful as possible.
Stress Reduction
Last-minute planning causes an overwhelming level of stress (trust us, we know!).
The festive season is stressful enough with families, crowds and traffic, so why would you make it harder for yourself by delaying the preparations?
It’s worth remembering that a Christmas celebration at your company is for everyone to enjoy (Events Team included), so any stress-reduction method should be implemented.
It can be all the more stressful if ‘Event Manager’ is not actually part of your role within the company, but something you thought would be fun to do…
Don’t be afraid to reach out to the professionals – let us do what we’re good at and take some of the pressure off you so you can enjoy the process.
Employee Prioritisation/Appreciation
The early planning of your Christmas celebrations allows you to extend a gesture of gratitude towards your employees that goes beyond the typical end-of-year bonuses.
By announcing and organising the event in advance, you’re showing your team that you value their hard work and dedication throughout the year. An early announcement gives them something to look forward to, boosting morale and fostering a sense of unity and belonging within the company and individual teams.
At the end of the day, one of the main objectives of a Christmas event should be to prioritise and appreciate your employees, so this is quite a crucial reason behind early planning. And, as a result of acknowledging and appreciating their contributions, you cultivate a more positive and motivated work environment, resulting in increased productivity and loyalty.
Anticipation
The anticipation leading up to an event is all part of the excitement and can add so much enjoyment to the process. Early planning creates a prolonged sense of excitement and curiosity among guests.
The gradual unveiling of details, themes and surprises adds such a buzz around the event. Ultimately, you create a stronger emotional connection with the event, which will last them for years to come.
You can also utilise social media teasers, countdowns and sneak peaks to engage your guests and build anticipation – which translates into increased attendance, as guests are excited and appreciative of the effort behind it.
Employing the assistance of an Event Manager can be a great utilisation of a readily-available tool. Whether they offer packages per person, or do small tasks here and there for you, an Event Manager can make the whole process a lot smoother and gives you the opportunity to enjoy the Christmas celebrations yourself.
From handling logistics, timelines and budgets, to enhancing the creative, and solving unexpected challenges, the specialised skill set held by an experienced Event Manager should be taken advantage of for a professional experience that offers you peace of mind.
It may seem unconventional to embrace Christmas so early on in the year, but it could be the key to a successful festive event. By recognising the value of securing venues, coordinating vendors, managing budgets, and customising experiences, you’re crafting an event that stands out in both its elegance and efficiency.
The rewards of early Christmas event planning are plentiful: from offering comfortable accommodations to fostering employee appreciation, and heightening event anticipation to ensuring a stress-free host experience.
Consider a well-planned Christmas event the best gift you can give your guests and yourself this winter.
Get in touch with us today to discuss our Christmas Packages and how we can be one of your Elves this Christmas season…
Written by Siobhan Tinnion
Events and Marketing Manager
