Company Holiday Party Venue Sourcing

It may seem early to start planning your team holiday party, but trust us—it’s not.

Getting a head start helps ease the stress of finding the right venue, only to discover it’s already booked. We’ve been there, and it’s never fun. Research takes time, and we want to make sure your efforts aren’t wasted.

Last week, we shared two blog posts on preparing for your team holiday party. If you need help with planning, check out this post, and if you’re looking for gift ideas, read this one.

This week, we’re diving into how to find the perfect venue for your holiday party. Whether your team is traveling in or already local, here’s how to begin your research.

Let’s dive in.

1. Date Flexibility

Before reaching out to a much sought-after venue, consider if there is flexibility in the date you would like to have the holiday party. The most popular dates for a holiday party are the first and second Fridays of December.

Knowing this, is there flexibility to have your party midweek? This will give you a better chance of securing the location, especially if it is very popular.

2. Capacity and Space

Decide ahead of time who is invited and if colleagues will be able to bring a plus one. From there, research places that can comfortably fit everyone. When space planning, do not leave so much room that the environment feels cold. Excess empty and unused space will make the atmosphere feel sterile.

If there is a budget for decor to fill in the space, that will help warm up the atmosphere even more. Consider space for the following: dining, mingling, dancing, and any planned activities or entertainment.

3. Get Creative

How might you begin researching places that are atypical? Atypical locations for your holiday party may mean cost savings and more control over the actual date of your event—not to mention, they will be more memorable and creative. These are the kinds of places your colleagues will be talking about for years to come.

Creative Location Types that are not hotel ballrooms or restaurants:

• Breweries and distilleries
• Botanical gardens
• Museums (lesser-known museums)
• Lofts and warehouses
• Historic estates or landmarks
• Private homes or estates
• Parks, vineyards, farms (climate specific)

Knowing the location where you are planning your holiday party will help lend itself to the unique landscape you are working with. Learn what your city or town is known for and see how you can infuse that into your holiday party venue.

4. Location and Accessibility

If your team is flying in for the holiday party, how easy is it to travel to? Is it close to an airport? Is it close to the hotel your team is staying at? Consider factors like transportation—you’ll want the venue to feel easy to access, unless the venue is one-of-a-kind and the trip itself is worth it.

However, if you can make access to the venue easy for your colleagues, we know they will thank you.

5. Reach Out to Your Network

If you have others in your network who have planned a holiday party before, ask them where they hosted their event. Find out what worked and what didn’t. They may have suggestions for you based on their own research, which will help you cut back on the time it would’ve taken you to do research.

Pro Tip: If you’ve found a place you really like, check the reviews or see if anyone in your network has hosted an event there. This will point you in the right direction.

6. Ambiance and Aesthetic

Depending on the theme for your holiday party, find a venue that helps you enhance that theme. If you don’t have the budget for unique decor, choose a location that may already have that decor. Especially during the holidays, many locations will go big on lights, lanterns, poinsettias, etc. Be sure to ask the venue what the normal setup will be and what is included.

This will help you visualize what will already be there and what you may need to purchase for decor. If you choose a venue with a blank slate, you’ll have to put more effort into decoration, which means budget considerations.

We’re Here to Help

Planning a holiday party should not be stressful. Our team of experts can handle everything from venue sourcing to entertainment coordination, allowing you to focus on fostering connections with your team. Contact us today for a free consultation.