1. Pre-Planning Stage

• Define the Purpose and Objectives:
  • Is the event purely celebratory, or will it include employee recognition, networking, or fundraising?
• Set the Budget:
  • Allocate funds for venue, entertainment, catering, decorations, and miscellaneous expenses.
  • Reserve a contingency budget for unexpected costs.
• Create a Timeline:
  • Establish deadlines for key milestones (venue booking, sending invitations, finalizing talent, etc.).

2. Venue Selection

• Research and Book the Venue:
  • Consider factors like location, capacity, parking, accessibility, and ambiance.
  • Decide if the venue provides catering or allows external vendors.
  • Book early, as holiday venues fill quickly.
• Venue-Specific Questions:
  • What is the maximum capacity?
  • Is there AV equipment available (microphones, screens, projectors)?
  • Are tables, chairs, and linens included?
  • What are the available dates, and what is the cancellation policy?
  • Is there a designated area for entertainment or performances?
• Site Visit Checklist:
  • Check acoustics and lighting.
  • Confirm layout options for dinner, entertainment, and mingling spaces.
  • Inspect parking availability and coat-check facilities.

3. Booking Entertainment

• Choose the Right Talent:
  • DJ/Band: Energize the event with music.
  • Photographer/Videographer: Capture memories.
  • Variety Entertainer (like Seetha!): Provide engaging, interactive entertainment.
• Questions to Ask the Entertainment:
  • What is their performance experience with corporate events?
  • Can they customize their set to match the audience's preferences?
  • Do they provide all required equipment (microphones, props, sound systems)?
  • What are their setup and takedown requirements?
  • What is their cancellation/rescheduling policy?

4. Catering and Menu Planning

• Decide Catering Style:
  • Buffet, plated meals, or food stations.
  • Include dietary options (vegetarian, gluten-free, etc.).
• Catering-Specific Questions:
  • Can they provide a sample menu?
  • Are waitstaff and bartenders included in the package?
  • Do they handle cleanup?
  • What are their liquor license requirements, and do they provide bar services?

5. Event Theme and Décor

• Choose a Theme:
  • Examples: Winter Wonderland, Festive Fiesta, Retro Glam, or Cozy Cabin.
• Decorations Checklist:
  • Table centerpieces, lighting, photo booth props, and branded décor.
  • Confirm setup and takedown times with the venue.

6. Invitations and RSVPs

• Send Out Invitations:
  • Use digital tools or printed invites.
  • Include RSVP deadline and links for dietary preferences.
• RSVP Questions:
  • Include guest count, meal preferences, and accessibility needs.

7. Event Day Logistics

• Create a Detailed Event Schedule:
  • Include arrival times for vendors, sound checks, dinner service, speeches, and performances.
• Coordinate Vendor Arrivals:
  • Assign a point of contact for each vendor.
  • Confirm arrival times and logistics (loading docks, power supply).

8. During the Event

• Oversee Execution:
  • Check on vendor performance and attendee engagement.
  • Handle any on-the-spot issues or delays.

9. Post-Event Wrap-Up

• Follow-Up Tasks:
  • Collect feedback from employees.
  • Send thank-you notes to vendors and performers.
  • Review budget and finalize payments.