Holiday Event Planning Starts Now!
It’s September, the weather is cooling, and the team is settling back into their routines after the summer holidays. Now is the perfect time to start planning your corporate or team holiday gathering. Taking a few simple steps early can help you avoid unnecessary stress and limited options down the road.
Start With the Date
The first step is to determine the date. Christmas this year is on Wednesday, December 25, Hanukkah begins on December 25 and ends at nightfall on January 2, and Kwanzaa begins on December 26 and runs through January 1. This means the first two weeks of December and even the last week of November will be in high demand. Booking your venue early will make you more likely to secure your preferred venue in this tight period.
“We already have several holiday gatherings reserved for late November and early December,” says Henry Elmhirst, Director of Sales at Elmhirst’s Resort in Keene, Ontario. “And I’m sure other area venues are also booking already.”
What’s the Theme?
While a traditional Holiday theme is widely presumed for these gatherings, there’s some movement toward more inclusive themes among executives and event planners to make the events more inclusive. Consider themes like Winter Wonderland, an Ugly Sweater Party, a Jolly Night Comedy Show or a Merry Murder Mystery in addition to the Classic Christmas affair.
Food & Beverage
Once the venue is booked and the theme is selected, it’s time to consider food.
“At Elmhirst’s, we do offer special seasonal Holiday Lunch and Dinner menus, but there’s no reason clients can’t choose from other options on our Farm-to-Table catering menus or work directly with our Food & Beverage team to customize a menu for their event,” says Jeff Curtis, Director of Food & Beverage at Elmhirst’s Resort. “Maybe you want hors d’oeuvres or fun reception-style stations to facilitate better networking. The menu and service style should match your event’s theme and style. Not every group is suited to a formal plated dinner, and most venues are happy to work with you to customize your holiday event.”
Be sure there are options for those with dietary restrictions. Have vegan, vegetarian, and gluten-free options available and inform your venue of any guests with allergies.
Dessert and Drinks
Don’t forget dessert; it’s a great place to get creative. Hot chocolate bars are trending – offer different types of hot chocolate with toppings like whipped cream, marshmallows, and peppermint sticks.
Holiday-themed cocktails and mocktails are fun and include eggnog, mulled wine, cranberry mojitos, and holiday margaritas. “We can create a signature cocktail just for the gathering,” says Curtis. “It’s a memorable touch to an event.”
If alcohol is served, make arrangements to get your guests home safely. Elmhirst’s Resort works with event organizers to arrange bus transportation to and from Peterborough and special overnight accommodation rates for event guests.
Entertainment
Some of the most popular corporate entertainment choices for holiday gatherings include karaoke, live music, comedians, and Santa.
DIY bars are trendy, where attendees can decorate sweaters and hats or make their own floral bouquets.
Photo booths offer an instant takeaway. But you can also design visually appealing photo spots like eye-catching backdrops your guests can use for selfies. Consider adding a social media component like sharing a customized hashtag with attendees.
“At Elmhirst’s, we have several great experiences you can add to your event, including a horse-drawn wagon ride, an after-dinner bonfire, even fireworks,” adds Elmhirst. “Whether it’s the perfect photo, a tangible take-home item or just great feelings, your team should leave the event with something memorable.”
Philanthropy at Holiday Gatherings
Corporate social responsibility makes everyone feel good, especially around the holidays. Consider partnering with an organization you support or ask for a local recommendation from your venue or the visitors’ bureau if you plan an event away from your hometown. Find out their needs and have attendees bring those items or include a silent auction or raffle fundraiser as part of the event. It’s a win-win for everyone around the holidays.
The main takeaway is that the earlier you start, the more creative you and your venue can be in planning your best holiday gathering yet.
Alison de Groot, Senior Event Lead
Elmhirst’s Resort
alison@elmhirst.ca
