How to Plan a Killer Year-End Event

Lights, camera, party – We all love a good party and wish we could score a ticket to the event of the season. Be it an “Emily in Paris” inspired Baccarat ball or an opulent Bridgerton dinner with corsets, cravats and quartets. Every successful event is a masterpiece of planning that weaves together the threads that bind the theme from planning to invite to execution.

If you’re in charge of planning a corporate party, gala or year-end bash, here is a guide from our team to put together a killer year-end event that will leave your guests talking well into the new year.

1. Clarify your event objectives

The devil is in the detail. Start by establishing your objectives. Are you celebrating achievements, thanking clients for their support or thanking employees for their hard work throughout the year? Once you understand the objective, your goal will drive all decisions relating to the event.

Top tip: The earlier you start planning, the better. We suggest starting at least 3-4 months before the time.

2. Don’t break the budget

Your budget will guide all the decisions regarding your event. After all, you can’t serve champagne on a beer budget. What you have to spend will drive your decisions in terms of venue hire, catering, décor and entertainment.

Top tip: It’s a good idea to factor in about 10% for unexpected eventualities.

3. Conceptualise a theme

A good theme can elevate your event from good to great. Your theme should reflect your business culture and the event’s objectives and must be carried through in all aspects of the event.

Top tip: Take into account who is attending and what you want your guests to “take away” from the experience.

4. Choose a date and venue

Select a date that works for your theme and your guests. Once you set the date, source a venue that aligns with your event and can accommodate your guests. Always book as early as possible, as year-end event spaces fill up quickly.

Top tip: To maximise your attendance, try to avoid dates that conflict with major holidays, sporting events or popular vacation times like long weekends.

5. Engage your guests

Plan event activities that create special moments from arrival to departure. For example, should your guests dress up for the theme? Will you serve welcome drinks? Do you need a guest speaker? What entertainment will work best for your theme? You get the idea.

Top tip: Remember to pace your program well, allowing time for socialising and breaks.

6. Create a scrumptious menu

Good catering is one of the most important components of your event. Always use a well-established caterer who can weave your theme into the menu. We suggest a pre-event tasting for approval. It’s also a good idea to establish if you’ll offer an open bar, put a limit on what is provided, or have a cash bar. Make sure you advise attendees in advance so that they know what to expect.

Top tip: Establish food allergies and request meal preferences well in advance.

7. Maximise engagement

Make sure that the invite reflects your event’s theme to create excitement and set the tone of the event. Before the event, once the invite has been sent, build excitement through regular communication. At the event, you want guests to feel welcome and know what’s going on – the easiest way to do this is via an event app, TV screens or signs, depending on your theme. Lastly, after the event, it’s a good idea to touch base and gather feedback to help you improve for future events.

Top tip: 74% of event planners agree that social media is the most powerful tool to drive engagement.

8. Plan the décor and logistics

Convert your venue to match your theme. This includes everything from table settings to lighting and signage. Also, ensure you have enough staff to run your event smoothly. This includes greeters/ welcome desk staff, coat attendants, servers and cleanup crew. Lastly, remember to have the proper security measures in place and know how to handle any medical emergencies.

Top tip: First impressions count. If you want the arrival to run smoothly, to avoid congestion, we recommend an earlier/separate arrival for VIP guests and at least one welcome staff member for every 40-50 guests.

Planning an event requires careful preparation, creativity and attention to detail. With these tips, you’re well-equipped to plan an event that will be remembered long after the last guest has left. And remember that we’re just a phone call away for assistance with large events.