In today’s modern landscape, holiday events hold a paramount place, particularly in the corporate sphere. Businesses that aspire to showcase themselves to both new and returning guests and more significantly, show appreciation for their employees, recognize the significance of these team-building occasions. But you might be thinking, "It’s August. Is it really necessary to start planning our holiday party now?" The resounding answer is, "Absolutely!" As specialists in live event production, we understand the intricacies of orchestrating an event from inception to conclusion. To guarantee an optimal outcome, it's wise to get ahead of the game and initiate your holiday party preparations without delay.

Starting to plan your holiday events now might feel a bit early, but it's a strategic move that can save you from unnecessary stress and ensure a memorable and smoothly executed event. Holiday parties often require meticulous planning, from selecting the venue and creating invitations to arranging catering, entertainment, and decorations. By beginning the planning process early, you gain a significant head start! This allows you to secure your preferred venue, vendors, and entertainment options before they get booked up by others who are also planning their events. Early planning also allows you to spread out tasks over several months, reducing last-minute rushes and the potential for oversights. The path to executing these events seamlessly can rapidly become complex, spanning from logistical arrangements to the event's seamless execution. By affording yourself the luxury of time, the dividends reaped are substantial! We guarantee you’ll have a more enjoyable and unforgettable celebration for you and your guests.

Keep reading to learn why early planning for your 2023 holiday event is paramount!

FIRST DIBS ON THE BEST DATES 

The holiday season is a bustling period, with just a handful of optimal dates available for hosting your festive gathering. Commencing your holiday planning well in advance offers a distinct advantage: you secure the first opportunity to select the most desirable dates for your festivities. With numerous individuals and organizations vying for limited prime dates during the holiday season, early planning grants you the privilege of having the first pick. This strategic move not only ensures that you can host your event on a date that aligns perfectly with your vision but also increases the likelihood of securing your preferred venue and vendors. Doing so not only minimizes future stress but also aids your staff in arranging their calendars, as they can plan around the set date with ample notice, ultimately leading to a more favorable turnout. By securing these key elements early on, you set the stage for a well-organized and successful holiday celebration that leaves nothing to chance. So, by proactively starting your planning process, you gain the upper hand in orchestrating an event that stands out and creates lasting memories for all involved.

A GREATER POOL OF VENUE OPTIONS

A remarkable party hinges on an exceptional venue. Similar to the scarcity of dates, the options for available venues dwindle as time passes without booking. We've all encountered the situation: waiting a tad too long only to discover that the prime venues have been reserved months ahead. Consequently, settling for a venue that merely suffices becomes the fallback option, rather than one that truly elevates your event. The holiday season, being exceptionally busy guarantees a swift filling of event venues. Irrespective of your event's nature, it's certain that others are looking to book event spaces, necessitating prompt action and a head start to secure your dream setting.

With the venue as a central part of any event, it has a lot of weight when determining the success of the event. Use this list to help you find the perfect venue for your holiday party. It will help you quickly rule out venues that don’t fit and allow you to focus on those that have the greatest potential.

• Cost

• Availability

• Location

• Guest Capacity

• Layout

• Catering

• Services (licenses, security, etc.) 

• Facilities (parking, kitchen, etc.)

Looking for the perfect New York City venue? Check out our list of partner venues and take a look at our blog, “Advice From The Experts: New York City Venues”.

BOOK THE ENTERTAINMENT OF YOUR DREAMS

Embarking on early planning for your holiday event offers a strategic advantage in securing the entertainment you desire. Similar to locking down your venue, reserving entertainment well in advance is equally crucial. As soon as your holiday event date is set, taking the initiative to make a down payment and secure your entertainment becomes imperative. While entertainers and booking agents strive to accommodate as much as possible, last-minute bookings are very unlikely. The truth is, there's a thriving demand for top-tier entertainers, but the supply often falls short. Consequently, delaying your booking decision might leave you with a limited pool of less preferred performers. This isn't indicative of subpar quality, but if you have your heart set on a specific entertainer, securing their services well in advance is of utmost importance to ensure their availability for your event.

Take a look at our blog, “Booking Entertainment: Everything You Need to Know” for some extra help!

MORE LIKELY TO CONTRACT YOUR PREFERRED VENDORS

Starting your holiday party planning well in advance enhances the likelihood of securing the vendors you desire. Leaving vendor arrangements to the last minute can pose challenges in obtaining your preferred choices. If you're keen on specific vendors or seeking the best possible options, initiating contact and finalizing contracts early is essential. Consider vendor selection akin to the concept of early college admissions. Renowned institutions seek to secure the most promising students first, prompting them to extend offers ahead of others. Notre Dame's success in recruiting is attributable to its early scouting efforts. Similarly, vendors operate under a similar principle. Without a clear event logistics plan, early recruitment isn't feasible. Thus, initiating planning well in advance becomes a prerequisite.

If you begin early enough, you can approach vendor decisions with a more measured approach, avoiding hasty choices. Opt for decisions that align with your event's goals and support vendors that resonate with your company's values and mission. Factors such as price, quality, reliability, communication, financial stability, and capacity should all be taken into account in your vendor selection process. This deliberate approach allows you to secure vendors that will contribute positively to the success of your event. 

Incorporating more diversity in your event vendor base is crucial for business and social responsibility, and we encourage you to do so! Here are “4 Ways to Support Diverse Vendors”.

LOWER PRICES

If we haven’t convinced you yet to start early on your holiday party planning, we think this might just do it. Even if you’re planning to host an event during a peak season, like the winter holidays, booking far in advance for the venue, entertainment, and vendors will likely cost less than it would if you waited until closer to the time. The closer you get to your event date, the more expensive all the services and supplies become. Finding vendors, caterers, and entertainment will become not only more difficult but much more expensive too. 

LESS STRESS

At Wizard Studios, we recognize the inherent joy in holiday parties, but we also understand the associated planning challenges. While holiday parties promise a good time, orchestrating them can indeed be a source of stress. Beyond selecting a venue and caterer, the pursuit encompasses crafting an entire experiential journey. Creating a holiday party that leaves a lasting impact requires months of meticulous planning. By proactively addressing key aspects such as the event date and venue ahead of time, you unlock additional opportunities to lavish attention on the often-overlooked finer points that can easily slip through the cracks during hectic periods. Initiating certain planning stages in advance not only alleviates stress but also significantly aids in budget management. This proactive approach empowers event professionals to fully relish the fruits of their labor at the year's end, rather than settling for what remains in the flurry of the bustling holiday season.

LEVERAGE WIZARD STUDIOS

Wizard Studios is an event production company and we love the opportunity to work with new and old clients. If you’d like to work with us, or any event production company for that matter, it is best to get started on the event early. With the holiday season being so busy for everyone, it is very difficult to squeeze in extra events last minute. If you want to ensure that an event production company can take on your holiday event, it is in your best interest to start the ball rolling far ahead of time. This way, we can help you come up with a coherent plan for your event that will make everything go smoothly. We’ll help fine-tune all the details of your event from beginning to end. If you want a custom fabrication unique to your event, our designers and artisans need the time to create and build your showstopper! A good event production company expects the best but prepares for the worst. Starting ahead of time will prepare us for any obstacles or challenges. 

 

Working with an event production company, like Wizard Studios is a sure way to elevate your event, and we don’t want you to miss out on that opportunity. Get started on your holiday event planning and contact the event experts at Wizard Studios today!