5 Reasons to Start Planning Your Corporate Holiday Party in the Summer

The month of July isn't reserved for just fireworks and watermelon. It may not seem a likely time to start Christmas Party planning, but for event planners, "Christmas in July" has a different meaning. If you want your corporate holiday party to be the hottest of the holiday season, it's best to start now.

"Holiday Party Planning in July" Means Something Different to Event Planners

1. Securing Prime Dates from a Short Window of Time

The date of a holiday party is a big factor in the success of your event. Given that there are only so many days in the month of December, there is a lot of competition for attendance. If you want your corporate holiday party to be on a Saturday, options are pretty limited. The earlier you can narrow down your dream date with a second and third runner up, the better chance you will have at securing the most coveted venue and services for your event.

2. Getting the Hot New (or Tried and True) Venue

Popular venues can be tricky, especially if you haven’t worked with them before. Some will require a 6-month lead time while some may start booking 12 months in advance. Start scouting your venue as soon as you can. You may be surprised to find out that even in July, many may already be booked. If you discover a venue you like that you know will book fast, we recommend securing your spot soon after your event ends. One thing you'll be happy to learn is that you can often get better pricing when you book the venue this far out. Finally, be sure to think about parking and transportation to your event. There can be a lot of traffic during the busy holiday season and you want to make everything as easy as possible for your guests.

3. Start Maximizing Attendance and ROI

As soon as you have your date and venue selected, start working on your invitation strategy. Are you doing a photo shoot? Do locations and photographers need to be booked? Similarly, there is usually an invitation approval process with event stakeholders that can take additional time. If you have a VIP guest list; say political figures or high-profile celebrities, you may need to start working with their team well in advance.

4. Lining Up the Best Vendors in Advance

Some venues have their own food and beverage department so that makes things easy on the event planner. If you do go the route of an outside vendor please be aware that there may be an additional charge from the venue. If you are bringing in speciality wines for example, it might be good to get your order in ahead of time. 

5. Contract with Entertainers of Your Choice, Not Whoever's Left

Entertainment can book up quickly in December. If you want the hottest DJ or live band it is best to start contacting them 6-12 months out. If you are using a venue or entertainer out of the norm, say a popular waterfront pier with a troupe of trapeze artists, these may take additional permits and require more planning time.

Finally, how good will it feel to know that your holiday party is underway before Labour Day? If you'd like to get a head start, professional event planners can be an invaluable contact to have in your corner especially for large corporate events. They have the connections and relationships to make event magic happen. If you are beginning to plan a corporate holiday party, give Strategic Event Planning a call today.

How Has the Sharing Economy Affected Business Events?

Whether we like it or not, the sharing economy is here to stay. Airbnb has just out sized Hilton worldwide checking in at 25 million guests, and the transportation giant Uber has expanded services to over 277 cities across the world. What the sharing economy means for business events and event planners is still evolving. Some sharing economy applications may be taking away from event planner tasks while others are making the industry stronger and more responsive to clients needs.

Risks & Liabilities

One problem that the sharing economy has posed to the events industry is that these applications are taking over core services that planners traditionally offered. With the additional of community-owned lodging and transportation in the mix, there is more supply and a wider selection. For some customer levels, the convenience of these services may render that particular event planner offering unnecessary. 

But these services have not gotten off the ground without a hitch. They have had some growing pains which make them less reliable. During a large event -- especially a business event where companies are footing the bill -- nobody wants to risk security and reliability. So while these services are convenient and helpful, there will most likely be a certain amount of the population that chooses not to use them.

The Upside

Is the sharing economy going to truly effect a business event? It is difficult to tell, as the story of Airbnb would suggest otherwise. Back in 2007 co-founders Joe Gebbia and Brian Chesky needed some extra income to pay rent in San Francisco. They advertised three air mattresses plus breakfast to attendees of the nearby Industrial Designers Society of America conference. Airbnb was born.

However large hotel-chains like Marriott and Hilton both have extensive reward programs that will keep people in their rooms and coming back, sometimes with their friends and families. These programs are an incentive to keep business travel in the more traditional hotel lines.

Besides Uber and Airbnb there have been some shared economy innovations that can directly help event planners. The application LiquidSpace works like Airbnb but is geared towards event, meeting and personal office space. It is easy to use; simply enter the area you are looking for and what you need in terms of how many people and the length of time. You can use a space for as little as one hour. 

While the sharing economy will continue, it is more than likely that event businesses will be affected very minimally -- if at all. What about you? What has been your experience? For questions about your next business event please contact Strategic Event Design.

12 Party Themes for Corporate Events for Every Month of the Year

Winter, Spring, Summer or Fall, there's hardly a bad time to have a corporate event with a classy theme that will be remembered. Here are some of our favorite party themes for corporate events.

January

Sundance: Is the popular film festival more about the films or the parties? Get credentialed and walk the red carpet. Guests can enjoy ice-sculptures that mimic the scenic mountain setting of Park City, step and repeats and dodging the paparazzi. Well-stocked swag-bag included.

February

Carnival: For a fresh take on this winter favorite think the Venice, Italy version and less the Mardi Gras bead bling. Attendees enjoy live music while they parade around in masks and cloaks. Have plenty of dress-up supplies on hand and selfie-sticks.

March

Speakeasy: A roughed-up exterior and a code-word is all your attendees need to get into this event. Paired down drinks and fun details like mafia-dressed security and teacups with your corporate logo on them make this the event of the year.

April

Baseball: You don’t have to love baseball to enjoy a baseball themed party. Ballpark classics grow up as delicious sliders and gourmet hotdogs and condiments. Plus, you can customize your event with your local team and company. Everyone understands a good baseball reference so this event will “knock it out of the park.”

May

Cinco de Mayo: It’s origins may be dubious, but this holiday is here to stay. Early May is a great time to gather together and look forward to the summer to come. Add in artisan margaritas and fancy tacos like duck confit or flame grilled steak and you will have attendees swinging at the piñata in no time.

June

Summer Solstice: Celebrate the longest day of the year and the true beginning of summer! This party theme is best enjoyed outdoors. The décor should be natural and rustic, wild flower bouquets, and plenty of charming candles and soft lights to brighten-up the evening.

July

Picnic Party: This idea is fun because it can be as high end or as rustic as you would like. Each table or group gets their own picnic basket! Baskets can be customized to the group and can be dressed up or paired down. Tables can be pre-set or plates and flat wear can be included in the basket. Lawn games like bocce ball and bean bag toss can be set up for fun.

August

Pool Party: A pool party can happen at a pool (obviously) or a local beach, city splash pad or even a park. It’s a great concept for families and there are lots of fun details like writing the invitation with a sharpie on a swim cap or water wing. Food and beverages can be kept simple and there’s plenty of fun outside of the pool-no swimming required.

September                

Labor Day: Scoff in the face of tradition and throw a White party for Labor Day. Invite guest to wear all white to poke fun of the “no white after Labor Day” rule. Food and décor can go along with the white theme.

October

Octoberfest: Technically beginning late September, Octoberfest is an autumn theme that everyone can enjoy as it is so much more than simply beer. Music, games and food make this a beloved tradition. Have an apple bobbing contest and plenty of giant pretzels for guests to chew on.

November

Beaujolais Day: If you are looking for a sophisticated November theme serve up some wine knowledge. Beaujolais Nouveau is a wine produced in the Beaujolais region of France. It is released once a year on the third Thursday of November exactly one week before Thanksgiving. A colorful logo accompanies its release each year and silk scarves are made with the logo. Fun tastings and photo booths will delight oenophiles and non-imbibers alike.

December

Ugly Sweater: So bad that it’s good. The Ugly sweater party dodges all holiday and religious traditions which gives the holiday party a fun spin. Have an ugly sweater contest and serve ugly sweater sugar cookies.

These are just a few ideas for corporate events; there are simply too many clever themes for us to list. It’s safe to say there is no bad time for a great party-let Strategic Event Design help you plan your next corporate event.

Outdoor Event Planning Checklist

With so many factors left to Mother Nature, an outdoor event can go wrong fast. Take these outdoor event planning tips to heart. We've learned some of them the hard way.

Prepare Your Guests

Prepare your guest for event conditions with an email. A week before the event contact guests and let know what type of weather to expect and how they should prepare for it. You don’t want a guest to leave early if they are too hot or too cold. Detail what they should bring in terms of jackets, coats or hats and let them know other special considerations like if the event is on grass, high heeled shoes may not be the best option.

Rain or Shine

When planning an event outdoors, consider the possibility of rain or snow. Check often for weather updates and have another plan in place if a storm arrives. Pick an alternate site or consider tenting your party. If you do decide to tent, trouble shoot for wind and make sure that everything is adequately weighted and staked down.

Alternately, sun can be difficult especially in severe heat and humidity. If this is the case have plenty of cold water and umbrellas or parasols for attendees to use. Having a small air-conditioned room or even a vehicle can also be helpful for attendees to take brief breaks from the heat.

Lead Time

Give yourself plenty of planning time to get your check list in place. Work with an event planner to help manage the work load and help you stay on top of things. Coordinating with an event planner also frees up some of your time so you can to work on the fun special details.

Outdoor Event Planning Check List

• Have an alternate plan in place in case of weather
• Hit the event area and parking area with a leaf blower before and after event
• Make sure the sprinklers are turned off!!!
• Oder all tent rentals well in advance, make sure they are large enough to accommodate a crowd during rain
• Make sure WIFI works and is reliable if it is needed for your event. You may need to bring in a hotspot or a more powerful and reliable internet connection.
• Test your walkie-talkies to determine if they work for throughout your event parameters. If not you might consider a repeater.
• If you are relying on cell service to communicate with your team, test coverage with the different carriers to determine if cell service is available and strong.
• Check your power sources and determine if there is enough to support all of the elements of your event or if you need to bring in a generator. If a generator is needed confirm requirements before arriving on site with your generator. 
• Fees and Permits can be handled through your event planner
• Tent and stage flooring, staging and draping
• Heaters and/or air conditioning
• Portable Restrooms, the more VIP the better. For a quick formula calculate 2 toilets per 100 people
• Securing outdoor areas can be an important job so make sure attention is paid to this and your plan accordingly,
• Fencing and Crowd Control can be very helpful for guests as fencing won’t let kiddos wander away. Stanchions can be used for lines at the bar, photo booth, etc.
• Parking and traffic control, do you need a valet service and can the same team direct traffic?
• Make sure event staff have all necessary phone numbers and can communicate clearly with each other
• First Aid make sure and have a well-stocked kit at least and keep plenty of sun screen and drinking water handy
• Detail who takes care of trash during and after the event. Make efforts to recycle or reuse.

 We know this is a long outdoor event planning checklist! Being well prepared is the most important step. Recruit some help. For worry-free planning hire an event planner!

Let Strategic Event Design plan your next outdoor event -there isn’t anything that we can’t handle.

5 Reasons to Start Planning Your Corporate Holiday Party in the Summer

The month of July isn't reserved for just fireworks and watermelon. It may not seem a likely time to start Christmas Party planning, but for event planners, "Christmas in July" has a different meaning. If you want your corporate holiday party to be the hottest of the holiday season, it's best to start now.

"Holiday Party Planning in July" Means Something Different to Event Planners

1. Securing Prime Dates from a Short Window of Time

The date of a holiday party is a big factor in the success of your event. Given that there are only so many days in the month of December, there is a lot of competition for attendance. If you want your corporate holiday party to be on a Saturday, options are pretty limited. The earlier you can narrow down your dream date with a second and third runner up, the better chance you will have at securing the most coveted venue and services for your event.

2. Getting the Hot New (or Tried and True) Venue

Popular venues can be tricky, especially if you haven’t worked with them before. Some will require a 6-month lead time while some may start booking 12 months in advance. Start scouting your venue as soon as you can. You may be surprised to find out that even in July, many may already be booked. If you discover a venue you like that you know will book fast, we recommend securing your spot soon after your event ends. One thing you'll be happy to learn is that you can often get better pricing when you book the venue this far out. Finally, be sure to think about parking and transportation to your event. There can be a lot of traffic during the busy holiday season and you want to make everything as easy as possible for your guests.

3. Start Maximizing Attendance and ROI

As soon as you have your date and venue selected, start working on your invitation strategy. Are you doing a photo shoot? Do locations and photographers need to be booked? Similarly, there is usually an invitation approval process with event stakeholders that can take additional time. If you have a VIP guest list; say political figures or high-profile celebrities, you may need to start working with their team well in advance.

4. Lining Up the Best Vendors in Advance

Some venues have their own food and beverage department so that makes things easy on the event planner. If you do go the route of an outside vendor please be aware that there may be an additional charge from the venue. If you are bringing in specialty wines for example, it might be good to get your order in ahead of time. 

5. Contract with Entertainers of Your Choice, Not Whoever's Left

Entertainment can book up quickly in December. If you want the hottest DJ or live band it is best to start contacting them 6-12 months out. If you are using a venue or entertainer out of the norm, say a popular waterfront pier with a troupe of trapeze artists, these may take additional permits and require more planning time.

Finally, how good will it feel to know that your holiday party is underway before Labor Day? If you'd like to get a head start, professional event planners can be an invaluable contact to have in your corner especially for large corporate events. They have the connections and relationships to make event magic happen. If you are beginning to plan a corporate holiday party, give Strategic Event Planning a call today.