Why it’s the perfect time to plan your end-of-year events
As we approach the summer holidays, thoughts of Christmas seem distant, but savvy businesses are already laying the groundwork for their end-of-year celebrations. July, with its quieter business and events calendar, presents an ideal opportunity to get ahead with planning your Christmas parties, incentive trips, and awards ceremonies. Here’s why starting your festive preparations now can lead to greater success and less stress later.
Why the summer months are perfect for planning end-of-year events
Beat the rush and secure top venues
The most sought-after venues book up quickly for the holiday season. By starting your planning in July, you’ll have your pick of locations, ensuring you can secure the perfect space for your event.
Benefit from cost savings
According to the latest Cvent PULSE survey, a persistent challenge for event planners is rising costs for goods and services, along with budget constraints and airline pricing.
Taking early action also comes with the bonus of early bird discounts, allowing you to gain significant savings on venues, catering, and entertainment, so you can stretch your budget further. What’s more, with more time, you can also research and negotiate better deals, potentially allowing for higher-quality elements within your budget.
Time to get creative
With the pressure of imminent deadlines off your shoulders, you have the luxury of time to brainstorm unique ideas. Whether it’s an innovative theme for your Christmas party or a memorable location for your incentive trip, early planning allows for more creative and impactful event concepts. In need of inspiration? Check out this comprehensive list of 200 event ideas from Skift.
Higher attendance rates and improved guest experience
Not only can you get creative with the event itself, but having some time to get more creative with marketing campaigns boosts interest. Plus, giving guests plenty of advance notice will also increase the likelihood of good attendance.
Meanwhile, early planning allows time to consider and accommodate special requirements, dietary needs, and accessibility issues, improving the overall guest experience.
Avoid last-minute stress
The final quarter of the year is often hectic. By tackling your event planning now, you’re freeing up valuable time later when you’ll likely need it most. This proactive approach can significantly reduce stress levels for you and your team and avoid last-minute rushes. Plus, it allows for more flexibility to adjust; if unexpected changes occur, you have more time to pivot and adjust plans without major disruptions.
Effective Christmas planning in July
End-of-year events are excellent opportunities to reinforce company values and celebrate achievements. By planning now, you can ensure your events align perfectly with your business objectives for the year, creating more meaningful experiences for your team.
To ensure your corporate Christmas events are a resounding success, here’s what you should be doing in July:
Set clear objectives
Define what you want to achieve with your end-of-year event. Is it team bonding, client appreciation, or celebrating yearly achievements? Clear goals will guide all subsequent decisions.
Establish your budget
Determine how much you’re willing to spend. Include all potential costs: venue, catering, entertainment, decorations, and any travel or accommodation if necessary.
Form a planning committee
Assemble a diverse team to bring different perspectives to the planning process. Assign roles and responsibilities clearly.
Choose and book your venue
Start researching and visiting potential venues. Once you’ve found the perfect spot, book it immediately to avoid disappointment.
Draft your guest list
Begin compiling your guest list. For large corporations, determine which departments or levels of staff or clients will be invited.
Develop your theme and concept
Brainstorm potential themes or concepts for your event. This will influence many other aspects of planning, from décor to entertainment.
Research vendors
Start researching and reaching out to potential vendors for catering, entertainment, décor, and any other services you’ll need.
Publish save-the-date communications
Send out a save-the-date notification to your guests. This is especially important for events that may require travel.
Gift planning
If you plan to give out corporate gifts, start brainstorming ideas and researching suppliers.
Assess risk
Conduct a preliminary risk assessment. Consider potential issues like weather (for outdoor elements) and start thinking about contingency plans.
Sustainability considerations
Think about how to make your event more sustainable. This could involve choosing eco-friendly vendors or implementing waste reduction strategies.
Technology needs
Assess any technology requirements for your event, such as audio-visual equipment or event apps.
By tackling these elements in July, you’re setting a strong foundation for your end-of-year event. This proactive approach allows ample time for creative development, thorough research, and thoughtful decision-making, ultimately leading to a more polished and successful event.
Grey Dog’s event planning resources
For a comprehensive overview of effective event planning, see our recent webinar, recap and event planning guideline. To avoid any clashing date snafus, we’ve also created a key dates calendar.
Be a guest at your own event
At Grey Dog we understand that every business has unique needs when it comes to event planning. That’s why we offer a range of event packages designed to suit different scales and complexities:
- Our basic package is perfect for businesses new to large-scale event hosting or those planning smaller gatherings. It covers essentials like venue sourcing, basic AV management, and operational support.
- For more complex events, our mid-tier package offers comprehensive management including content production, marketing support, and full event branding.
- Our premium package delivers full-scale management for high-impact events, featuring extensive AV capabilities, high-profile speaker recruitment, and sophisticated marketing campaigns.
No matter the scale of your event, starting your planning in July sets the stage for a successful and stress-free festive season. Ready to get started? Get in touch [INSERT LINK] with us today, and let’s make your end-of-year events truly memorable.
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