The Ultimate Corporate Holiday Event Planning Checklist for Venues

Kristen Tarbutton

Having a company holiday party is a chance to celebrate your employees, boost morale, and create a lasting experience that reinforces company culture. 

Choosing the right corporate holiday party venue can make all the difference, giving you the professionalism and amenities you need for a successful, hassle-free event.

Why Have a Company Holiday Party?

A company party is an opportunity to recognize employee achievements, reinforce company culture, and strengthen internal relationships. It also communicates appreciation, which can directly influence team morale and retention. 

Hosting your event at a dedicated corporate holiday party venue provides a polished experience that’s difficult to replicate in an office or restaurant setting. Convention and event venues offer spacious layouts, expert staff, and full-service capabilities that allow planners to focus on experience rather than logistics.

When To Start Planning Your Office Holiday Party

It’s best to start planning your holiday party six to nine months ahead, especially if you’re looking at popular company holiday party venues during peak season. Venues are usually reserved well in advance from October to December, so it’s better to plan early and guarantee better rates and preferred dates for your party.

Step-by-Step Planning Checklist

To help you streamline the process, here’s a helpful checklist to guide your holiday event planning from concept to execution:

1. Define Your Event Goals

Decide if your holiday party is a celebration, an awards night, a networking opportunity, or a client appreciation event. Your event and the goals behind it will affect the experience, from the tone to the programming.

2. Set a Realistic Budget

Outline your total budget and categorize it across key elements: venue, catering, décor, entertainment, staffing, transportation, and AV equipment. Don’t forget to factor in taxes, gratuities, and contingency funds for last-minute changes.

3. Research and Book Your Event Venue

Look for corporate holiday party venues that offer flexibility, modern amenities, and enough capacity to suit your guest list. Proximity to hotels or public transportation is a plus, especially if you’re inviting remote teams or out-of-town guests.

4. Secure the Ideal Convention Venue

A multipurpose event facility or a convention facility has a number of benefits over the typical banquet facility. These venues typically have a variety of in-house services like audiovisual support, staging, and catering, all under the same roof. This saves time and reduces vendor complexity so that you can focus on crafting an amazing guest experience.

5. Choose a Cohesive Theme and Décor

Choose a theme that aligns with your event goals and company culture. Invest in décor items that bring it to life, such as ambient lighting, centerpieces, or branded signs, and coordinate with your venue personnel to ensure synchronized execution.

6. Plan Entertainment and Activities

Keep your guests entertained with thoughtful programming. Ideas include live music, DJs, team games, raffles, or a photo booth with themed props. Depending on the size and tone of your event, consider a host or emcee to guide the evening.

7. Assemble Your Planning Committee

A successful holiday event includes a planning committee with representatives from various departments. With their help, you get diverse perspectives and reduce the likelihood of overlooking vital details. Task assignments such as logistics, decorations, guest communication, and vendor coordination make the process efficient and shared responsibilities possible.

8. Develop a Workback Schedule

Start with your ideal event date and work backward to create a complete calendar of events. Create clear deadlines for things like booking your company holiday party venue, creating the guest list, sending out invitations, hiring entertainment, and applying for permits or insurance if required to keep things running smoothly and prevent last-minute headaches.

9. Be Prepared for the Unexpected

Even the most carefully planned events can face last-minute surprises. A contingency plan ensures you can handle unforeseen circumstances like vendor cancellations, AV malfunctions, inclement weather, or staff shortages.

Identify the most likely risks based on your event type and venue. Then, establish backup vendors, confirm tech redundancies, and assign point people to handle issues as they arise. Communicate these plans with your team so everyone can respond quickly and effectively.

Why Choose Meydenbauer Center?

When it comes to corporate holiday party venues, Meydenbauer Center offers an unmatched combination of flexibility, professionalism, and hospitality. Located in downtown Bellevue, our venue accommodates everything from intimate office parties to large-scale company celebrations.

Meydenbauer Center offers:

• 🔹A fully carpeted, column-free ballroom for up to 1,800 guests
• 🔹Multiple breakout and meeting rooms for smaller gatherings or VIP sections
• 🔹In-house AV support through our trusted partner, AV Factory
• 🔹Expert, exclusive catering services with customizable holiday menus
• 🔹A dedicated team of event managers to guide your planning process
• 🔹Convenient access to nearby hotels, parking, and local attractions

From planning an upscale dinner or a themed party to an interactive team-building event, Meydenbauer Center has everything you need to turn your ideas into reality in a professional and celebratory setting.

Final Thoughts and Next Steps

Planning a holiday party requires foresight, creativity, and the right partner. With this checklist and a trusted holiday party venue, you can deliver an event that leaves a lasting impression on your team and leadership. 

Explore our spaces and start planning your holiday celebration today. Contact Meydenbauer Center to reserve your date.