Company holiday parties are a wonderful way to celebrate your team, your colleagues, your clients, and your organization as a whole. In a time of increased remote and hybrid work, they can provide the perfect backdrop for fostering connection, boosting morale, and creating lasting memories.
Whether you’re considering a manager’s retreat, company holiday shin-dig, or a New Year’s celebration, planning and executing an event to remember is no small task.
To help you navigate the intricacies of holiday party planning, we spoke with Toni Carle, Sales Manager here at Equinox Resort.
With her expert advice, you’ll be able to pull off a seamless event that leaves your guests talking about it for years to come.
Whether you’re aiming for a winter wonderland or a festive fiesta here are some tips to help guide you through the holiday booking maze.
Our Tips for Planning a Company Holiday Party
1. Book Your Company Holiday Party Well in Advance
Picture this: It’s December, the halls are decked, the lights are twinkling, and your team is sipping eggnog with not a worry in the world. How did you manage such a seamless event? You booked it months in advance, of course!
According to Toni, “Companies should start to look at possible dates for their parties at least six to eight months out.” The hospitality industry is bouncing back, and dates are being snapped up faster than holiday cookies at the office party.
“The holidays in Vermont are an extremely busy time of year,” she notes, mentioning the influx of winter weddings and key holiday weekends like President’s week, Martin Luther King weekend, and Christmas week.
Toni recommends that to secure your desired date and ensure a magical setting, get those proposals in early and lock down your venue.
“As the wedding industry was profoundly affected by COVID and this year in 2024, we had a record amount of winter weddings,” Toni adds. “The trend for winter weddings is continuing, so optimal dates for holiday parties are limited to only a few openings on the calendar. So booking six to eight months out ensures an optimal date that the group would like.”
2. Embrace the Decorations
One of the perks of holiday parties is the festive decor that comes with the season.
“Take advantage of the hotel decorations,” advises Toni. Equinox Resort, for instance, starts decorating from the day after Thanksgiving through the first week of December. “We do themes every year,” she adds, ensuring a fresh and festive atmosphere annually.
Booking during these times means you can wow your guests without lifting a finger to hang a single ornament.
3. Communicate the Needs of Your Team
Advance notice is critical to a successful event.
If you have specific AV requirements, special alcohol or wine requests, or need a particular setup for a band, let your venue know early. “Anything like that you’d want to let us know,” says Toni.
The more your venue knows in advance, the better they can accommodate your needs and ensure a seamless event.
4. Don’t Wait Until the Last Minute to Book Your Company Holiday Party
Procrastination might work for holiday shopping, but it’s a no-go for party planning.
“Don’t wait until the last minute,” Toni warns. Early booking secures your date and allows the venue to plan meticulously. “With advanced notice, any hotel should be able to make anything happen for the group,” she assures. From special band requests to timing specific services, early communication is crucial.
An Equinox Success Story
Toni shared a story of a repeat group that exemplifies the benefits of early booking.
By securing their date six to eight months in advance, they increased attendance and had ample time to plan every detail meticulously.
“They started planning the meal and timing of the event in September,” Toni recalls. This early start allowed them to book preferred vendors, form subcommittees, and even incorporate a fun theme. This thorough planning resulted in a flawless party, complete with a booked band and a dance floor.
Plan Early, Party Hard
To sum it up, the secret to a successful holiday party lies in early booking and clear communication.
Planning ahead ensures your event runs smoothly and your guests leave with smiles (and maybe a few extra holiday cookies). So, don’t wait — start planning your holiday party now and give yourself the gift of peace of mind this festive season.
