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Planning your office holiday party can feel like a big task, but with the right approach, you can create a memorable event that everyone will enjoy.
From setting your budget to picking the perfect Nashville venue like 14TENN, this guide will walk you through everything you need to know to host a successful company holiday party.
Determine Your Budget
Estimate Total Cost: Start by estimating the total cost of your event. This includes venue rental, catering, entertainment, decorations, transportation, and any miscellaneous expenses that might come up. For Nashville-based events, consider local factors like peak season pricing and availability.
Break Down Expenses: Allocate specific amounts for each category to ensure you stay within budget. For example:
- Venue Rental: Consider prime locations like 14TENN, known for its versatile space that can be tailored to your event’s needs.
- Catering: Nashville offers a wealth of catering options, from traditional Southern cuisine to upscale gourmet services.
- Entertainment: Whether it’s hiring a local band to bring a touch of Nashville’s famous music scene or a DJ to keep the energy high, entertainment is key to your event’s success.
- Decorations & Miscellaneous: Don’t forget to budget for decorations that match your theme, as well as any other small details like party favors.
Consider Contingencies: It’s wise to set aside a small percentage of your budget for unexpected costs. This could cover anything from last-minute decor changes to extra transportation needs if the guest list grows.
Choose a Spectacular Venue
Select the Perfect Venue: Choosing the right venue sets the tone for your entire event. For a Nashville holiday party, consider 14TENN. Its flexible layout and modern design make it an ideal choice for both intimate gatherings and larger corporate events.
Check Availability: Book your venue well in advance to secure your preferred date, especially during the busy holiday season. Nashville’s popularity as an event destination means that top venues fill up quickly.
Venue Services: When selecting your venue, inquire about the services included. At 14TENN, you’ll find amenities like setup and cleanup services, AV equipment, and flexible catering options, making your planning process smoother.
Design the Menu
Catering Options: Decide between using your venue’s catering partners or hiring an alternative caterer. Nashville is home to a variety of catering services, from BBQ to haute cuisine, ensuring your menu will please every palate.
Dietary Requirements: Ensure your catering plan includes options for all dietary restrictions, such as vegetarian, vegan, gluten-free, or nut-free dishes, to accommodate all your employees.
Beverage Selection: Plan a diverse beverage selection, including both alcoholic and non-alcoholic options. Nashville’s local craft breweries and distilleries offer unique additions to your drink menu that can give your event a local flavor.
Choose a Lively Theme
Popular Themes: Classic themes like Winter Wonderland or a Retro Holiday Party never go out of style and can be easily adapted to fit the ambiance of 14TENN.
Unique Themes: Consider a theme that reflects Nashville’s vibrant culture, such as a Music City holiday party, incorporating live music, themed decorations, and Southern-inspired cuisine.
Decorations and Attire: Match your decorations and dress code to your chosen theme. For example, if you opt for a Music City theme, consider incorporating records, instruments, and music note motifs into your decor.
Keep Guests Entertained
Music and DJs: Nashville is the heart of country music, so take advantage of the local talent. Hiring a live band or DJ who can play a mix of holiday classics and popular hits will keep your guests entertained all night long.
Games and Activities: Consider setting up a photo booth with fun props, hosting a holiday-themed trivia contest, or organizing a gift exchange to keep the festivities lively.
Guest Engagement: Include speeches, awards, or company highlights in your schedule to engage your attendees and add a personal touch to the event.
Invitations and RSVPs
Send Invitations: Design and send out your invitations well in advance, using digital platforms like Evite or Paperless Post for convenience. Ensure your invites match your chosen theme for a cohesive experience from start to finish.
RSVP Management: Track responses to estimate attendance and make necessary arrangements. This will help you finalize catering, seating, and other details.
Reminders: Send reminders closer to the event date to ensure maximum attendance. This can also be a great opportunity to build anticipation for the event.
Nashville-Specific Recommendations
Local Vendors: Nashville offers a wealth of local vendors who can add a special touch to your party. Whether it’s a local florist known for creating stunning holiday centerpieces or a photographer who can capture the night, there are plenty of options to enhance your event.
Local Entertainment: For entertainment, consider hiring a popular local band or DJ. Nashville has no shortage of musical talent, and featuring local artists can add a unique, authentic vibe to your holiday party.
Logistics and Transportation
Parking and Accessibility: Ensure there’s adequate parking at the venue or arrange for transportation services like shuttles or ride-shares, especially if your guests are coming from different parts of the city. 14TENN offers complimentary onsite parking.
Setup and Cleanup: Plan for setup and cleanup times and responsibilities. At 14TENN, these details can often be coordinated with the venue’s staff, but it’s important to confirm in advance.
Permits and Regulations: Check if any permits are required for your event and ensure compliance with local regulations. This is especially important if your event includes live entertainment or alcohol service.
Planning Timeline Breakdown
- Six Months Before: Finalize your budget, choose a date, and secure your venue.
- Three Months Before: Choose the theme, book catering and entertainment, and send out invitations.
- One Month Before: Confirm all bookings, finalize the guest list, and plan the event schedule.
- One Week Before: Send reminders, confirm RSVPs, and check all arrangements.
- Day Of: Arrive early to oversee setup, welcome guests, and enjoy the party.
Let’s Make This Holiday Party Unforgettable
Ready to start planning your holiday party at 14TENN? Contact us today to reserve your date and begin organizing an unforgettable event that your team will talk about for years to come.
