Entries by Savannah O'Brien

GUIDE FOR BUDGETING YOUR CORPORATE HOLIDAY PARTY

November 19, 2024 in , /by

Planning a successful company holiday party requires careful budgeting to ensure that every aspect contributes to a memorable experience without overspending. Here’s a concise guide to help you navigate the essential elements of budgeting for your event.

IMPORTANCE

The venue sets the tone for your event and can significantly influence attendance based on where most of your team is located. If the venue is underhwelming it can sometimes deflate the energy of the event itself.

CONSIDERATIONS

  • Location and accessibility 
  • Capacity to accommodate guests 
  • Included amenities: AV equipment, tables/chairs, and catering options available will help your event run smoothly and can avoid significant costs.

BUDGETING TIPS

Save money by finding an off-peak date for your holiday event. Venues often offer discounts for off-peak times and you’ll often avoid peak pricing. Early January is great for this!

IMPORTANCE

Food and beverage is typically the largest piece of your holiday event budget. If the food is not good or doesn’t accommodate everyone it’s a let down for your team.

CONSIDERATIONS

  • Type of catering: buffet, plated dinner, hors d’oeuvres 
  • Interactive buffet stations offer a more personalized experience for your guests, allowing them to customize their meals with build-your-own bars and interactive food stations.
  • Dietary restrictions and preferences
  • Holiday specialty cocktails and full open bars are a ton of fun but come with additional costs versus a bar with beer and wine service.

BUDGETING TIPS

Save by hosting the event at your office. This tends to cut down on large holiday minimums private spaces have for food & beverage spending. You can bring in your favorite event caterer and bartending service to make it a great time for everyone!

IMPORTANCE

Trust us when we say this. We’ve done experiments at events simply by moving the Bluetooth speaker from one side of the party to another.

THERE IS NOTHING WORSE THAN A PARTY WITH NO MUSIC!

Without even knowing it party guests subconsciously gravitate towards the music with no conscious intent because it has an incredible gravitational pull.  

Entertainment can take an awkward, slow-starting event and turn it into a night that will make the accountants engineers move, shake, and have a blast!

CONSIDERATIONS

  • Type of entertainment: DJ, interactive activities (e.g. trivia, raffles, cheese or scotch tastings), 360° photo booths, or cookie decorating contests.  
  • DIY cookie decorating can be quite a savings from a high end scotch tasting and just as impactful depending on your crowd’s expectations. 
  • Outsourcing entertainment to a professional service often saves the planning team tons of time and stress!

BUDGETING TIPS

Outsourcing an average priced entertainment service can run between 5-10% of your event budget. If you have 150 people, expect to dish out $1500 for a great service. In contrast putting together DIY experiences can cut that amount in half if you have the time to commit to it. 

Super high-end events with custom entertainment, bands, and top-tier professionals can expect to pay much higher premiums for entertainment. 

IMPORTANCE

Ensures guests arrive and depart safely and comfortably. If it’s not easy for guests to find, navigate to, and park it is likely to impact event turnout. The last thing you want to happen is for people to feel that the event will be inconvenient to attend. 

CONSIDERATIONS

  • There are a number of creative ways you can make attending your holiday party easier for employees!
  • Group shuttles are a great way to completely remove the burden on the team but the downside of this option is the employee can no longer come and go from the party on their own schedule.
  • Parking reimbursements are a simple alternative that enables people to attend without having to pay to get to the party. 
  • Free rideshare codes are very popular for company-sponsored events and add another layer of benefit so team members don’t have to navigate whether or not to consume alcohol while also being responsible to drive safely. 

BUDGETING TIPS

Although any sort of transportation adds another layer of expense to any event it can be a great attendance booster and safety mechanism to ensure employees come and go safely from the event when alcohol is involved. 

Rideshare codes and parking reimbursement tend to be the least expensive option, on average. Companies like Uber and Lyft offer corporate discounts for group purchasing often averaging less than $25 per person. 

If you have the budget for it private car or shuttle services are a great way to get people there in style and add even more wow factor to the event. This is always the most expensive option and can run $50 or more per guest oftentimes. 

IMPORTANCE

Thoughtful decor enhances the ambiance and reflects your brand. This is also a fun way to involve employees leading up to your event. This is particularly true for holiday parties held in your own office. Decorating beautifully can create an added sense of pride for the team planning the event in an effort to provide a memorable experience for the rest of the team. 

CONSIDERATIONS

  • Theme and style: festive vs. formal
  • Lighting
  • Table ettings
  • Festive centerpieces
  • Table linens

BUDGETING TIPS

Repurpose items instead of buying expensive decorations. Create festive touches with affordable materials like ribbon, string lights, and inexpensive greenery. Local farm stands and garden centers often have these items throughout the late fall at reasonable prices, and in bulk!

Reuse items from previous events or use office supplies creatively

A simple holiday centerpiece or a DIY photo backdrop can make a big impact without a high cost.

Find vendors who will help in the decorating process. For example your caterer is likely able to add a beautiful decor element to all of the food catering presentations throughout the space for a nominal fee and a massive time savings to you. Great event caterers will also tend to have ample ideas to help you with this part of the process. 

DETERMINE YOUR TOTAL BUDGET

Establish a realistic overall budget based on your company’s resources and historical spending. 

BREAK DOWN COSTS

Allocate funds to each category mentioned above, ensuring to keep track of actual vs. planned expenses

  • Reference event costs from recent years to help plan this year’s event. Keep in mind that costs spiked with economic inflation in early 2022 and events held before this time may not be a pertinent reference point. 
  • Cost saving tips – Look for off peak dates in early January or Mid-November if you need to find some savings. Oftentimes venues and vendors will have slightly better pricing and availability outside of the high peak times. 
  • Plan for contingency – We suggest a 10-15% contingency budget component knowing that something always pops up. It’s better to plan for this than be surprised later on. 
  • Find vendors with high on-time and reliability scores. It’s so busy in the peak holiday season often times small entertainment and transportation vendors become overbooked and can run late or even cancel last minute. Be sure to avoid extra costs by paying a bit of a premium for vendors who have strong reputations for showing up and being on time!

MONITOR & ADJUST

Regularly review your budget as planning progresses and adjust as necessary to stay on track

We understand how important it is to create a holiday event that brings joy and connection among your team. By carefully planning and budgeting, you can craft a celebration that not only reflects your company’s values but also leaves a lasting impression on your guests. We’re here to support you every step of the way and ensure your holiday gathering is both memorable and enjoyable.

Quick tips on how to choose a venue for your company holiday event



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In Office vs. Outside Venue Holiday Party: The Ultimate Showdown

September 17, 2024 in /by

IN OFFICE VS. OUTSIDE VENUE HOLIDAY PARTY: THE ULTIMATE SHOWDOWN

DECIDING WHERE TO HOST YOUR COMPANY’S HOLIDAY PARTY CAN SIGNIFICANTLY IMPACT THE FESTIVITIES AND OVERALL MORALE. DIVE INTO AN IN-DEPTH COMPARISON TO FIND OUT WHICH OPTION SUITS YOUR CORPORATE CELEBRATION NEEDS THE BEST.

SETTING THE SCENE: ATMOSPHERE AND ENVIRONMENT

When it comes to setting the scene for a holiday party, the choice between an office or an outside venue can greatly influence the event’s atmosphere and environment. Hosting the party in the office may offer a familiar and comfortable setting for employees, allowing for personal touches and a sense of ownership. On the flip side, an outside venue provides a change of scenery, potentially elevating the event to a more formal or festive atmosphere, separate from the daily work environment. It might also allow for more elaborate themes and decorations that could be constrained by the typical office layout.

Ultimately the office setting might be more casual and can encourage a ‘come as you are’ vibe, which some may prefer. Oftentimes people are more likely to show up when they feel comfortable going somewhere they already know. Not to mention you can decorate your way, and customize your event catering menu and bar services to fit your group best. 

COST CONSIDERATIONS: BUDGETING FOR YOUR BASH

Budgeting is a crucial aspect of holiday party planning. An office party can often be more cost-effective, eliminating many rental fees and potentially reducing event catering costs. DIY decorating can save on budget and become a fun activity for staff to participate in ahead of the event, creating an additional sense of pride about how great your office looks! Companies can also save on transportation in a city like Boston if the office is centrally located for most employees. 

Conversely, hosting a party at an outside venue usually comes with a higher price tag, including venue and/or furniture rental, more limited catering menu options, and possible transportation or parking fees. It’s essential to weigh these costs against the value they bring. An external venue might offer catering packages that reduce the burden of planning and setup, allowing employees to fully enjoy the event without worrying about logistics. Additionally, the perceived value of a more extravagant event at an outside venue can reflect positively on the company’s image and employee morale.

LOGISTICAL LAYOUT: PLANNING AND EXECUTION

The logistics of planning and executing a holiday party are pivotal to its success. An office party may require more hands-on organization from staff, including setup and cleanup, which could impact work schedules. However, access to technology and office resources can make certain aspects like music and presentations easier to manage. Having an office holiday party might open the door for you to have the DJ and music of your choice that might not be feasible at a crowded restaurant. You can also bring your favorite office caterer in to show off unique holiday menus that you don’t get to experience with the daily sandwich catering the team is used to. 

Choosing an outside venue often means professional event staff will handle the details, from setup to tear-down. This can result in a polished event with less time required from employees. Nevertheless, it requires careful coordination, site visits, and consistent communication with the venue to ensure every detail aligns with the company’s vision for the party.

EMPLOYEE ENGAGEMENT: PARTICIPATION AND ENJOYMENT

Employee engagement is the heart of a successful holiday party. An office party may encourage higher attendance due to the convenience of location, especially if it’s held in conjunction with office hours. It can also feel more inclusive for all staff members. If the holiday party includes a plus-one, it may be the first time someone’s significant other gets to see where they go to work everyday, which creates a personal connection to the company for your employee’s loved ones. People tend to be more relaxed and more likely to socialize in a familiar environment. 

On the other hand, an outside venue might foster a sense of special occasion that can increase excitement and engagement. A change of environment can also break down hierarchical barriers, encouraging mingling and conversation among different levels of staff in a way that might not occur within the office. There’s no one formula for this and many companies poll their employees to see what they prefer annually. Companies that are built around their culture tend to alternate from year to year and find that employees like to switch between office parties and outside venues every other year so they get a sense of variety. 

MAKING THE DECISION: EVALUATING COMPANY CULTURE AND PREFERENCES

Ultimately, the decision between an office party or an outside venue should align with the company’s culture and employee preferences. A startup with a tight-knit team might prefer the intimacy of an office gathering, while a larger corporation may opt for the grandeur of an outside venue to accommodate a bigger guest list and showcase its success.

Surveys and feedback from previous events can guide the planning committee (oh yes, don’t forget, you should have a small group of team members designated to plan your holiday event). The key is to balance practical considerations with the intangible benefits of creating a memorable experience that strengthens team bonds and celebrates the year’s achievements. 

From the look, to the cost, the time to plan, getting people to attend, finding the perfect event caterer or bar service, planning entertainment and more, it can feel overwhelming to choose between these two options. At the end of the day there is usually one choice that simply feels right for your company and your employees each year. Ultimately if you can make people feel comfortable, show authentic appreciation for what they do all year long, feed them well, and remove the stress for an evening, your company’s holiday event is sure to be a hit this year!

NEED HELP PLANNING THE PERFECT EVENT MENU FOR THIS YEAR’S HOLIDAY PARTY?



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P.S. If you're reading this in September it means everyone else is in the process of planning their 2024 events already. Don't wait any longer! Restaurants, venues, event caterers, and amazing vendors are all booking quickly. Dates are already being taken. 

Insider tip: The first two weeks of December are always the most in demand. If you have flexibility with the date you can often find more availability and sometimes better deals for your company holiday event!

Wishing you all amazingly successful holiday events for your office in 2024! Happy Holidays 

-The Fresh City Catering Team

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