The holiday season can be the busiest time, especially for businesses that are hosting Christmas parties and year-end celebrations. On top of that, they need to ensure that they can keep working on their tasks. However, having a celebration can strengthen bonds, celebrate success, and boost morale.
So, if your company is one of those businesses that ensures there’s an annual Christmas party, hiring corporate event planners can help ensure a successful celebration. Corporate event planners can help reduce the overwhelming feeling of searching for venues and vendors, scheduling appointments, and planning logistics.
In this article, we’ll discuss some tips for hiring corporate event planners for Christmas parties.
1. Start Early
Planning the Christmas party as early as possible is essential to being successful. At the same time, you can have better choices and save money with early-bird discounts. Once the date and budget for the event have been set, you should begin planning.
If you’re planning to hire a corporate event planner, you should do so right away so you can discuss the details.
2. Confirm Their Experience with Handling Corporate Events
When hiring corporate event planners, ensure that they have enough experience handling holiday celebrations for businesses. So, when having an initial screening, ensure to look for event planners specialising in corporate events.
And to verify their experiences, you can look into their social media account and website, and see the documentation of the past corporate Christmas Parties they have organised before. At the same time, they should be able to highlight the guest dynamics, brand images, and other relevant details.
3. Check Their Portfolio and Client Reviews
Aside from the highlights shown in photo documentation online, you should also observe the details, organisation, and creativity of the team. Additionally, look into the reviews of the past clients. Aside from the number ratings and stars, you can also see some useful statements that can help you decide whether the corporate event planner is ideal for the company event you’re planning.
For further details, you can also contact the past clients to know whether they would recommend the corporate event planner to others.
4. Set Clear Goals and Budget
Before hiring a corporate event planner, ensure that you already have clear goals and a budget. Prioritise having a list of goals, and you can adjust the budget accordingly. Besides, when having the first appointment with the event planners, you should be able to discuss the basic information of the event, so that they can recommend and present an initial plan.
Aside from the goals and budget, you should also have an estimated number of attendees, so that they can contact some venue prospects and other vendors.
5. Ask About Their Vendor Network
As mentioned, corporate event planners have a network of vendors, so it’s ideal if you can ask about the list of these vendors. That way, you can also look them up and see whether they’re reliable. But since the list of vendors can be too long, you can just ask about their recommended ones, and check the reviews about them.
Of course, aside from reliability, the packages the vendor provides should also fit your budget.
6. Evaluate Their Communication Style
During the initial consultation and even through online communication, assess their communication styles. Observe how they respond, ask questions, and their thought organisation.
At the same time, take note of whether they listen carefully to your ideas. If not, the whole event planning might not work. Besides, a reliable corporate event planner should be able to incorporate the ideas of their clients to ensure an effective collaboration.
7. Ensure They Understand Your Company Culture
Aside from the festive decorations, the company culture should also be felt at the corporate Christmas party. When the gusts enter the venue, they should feel the personality and values of the company. On the other hand, if it’s just a template event execution, like a seminar or training, the participants might not be at ease during the entire event.
8. Discuss Contingency Plans
No matter how carefully planned a corporate event is, there may be some challenges along the way. So, if the corporate event planner is responsible enough, they should also open the topic for contingency plans. Meanwhile, if they don’t even acknowledge that there may be problems that may arise during these types of celebrations, it can be more difficult once you do.
9. Request a Detailed Proposal
Once you have selected a corporate event planner and have already discussed the details of the event, you can now request a detailed proposal. This allows you to review the ideas and things that will be prepared for the event. And if you want to make necessary changes, it’s recommended to do them as early as possible to avoid misunderstandings.
Final Thoughts
Hiring the right corporate event planner for your Christmas party can be overwhelming, especially if it’s your first time, but once you’ve found the right one, they can guarantee that they’ll be helpful from the planning to the post-event evaluation.
ABOUT THE AUTHOR
Aliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she’s not typing out blog posts, you can find her watching anime series or baking cupcakes.
