How To Plan a Winter Event

Planning an event in the winter season can add tasks to the already long list of things to prepare for. Depending on who the event is for, whether it's a corporate Christmas party, or fundraiser or anything in between, you’ll need to plan around the holidays, consider the weather, the venue, themes, etc. We’ve compiled a list of ideas to consider during this holiday season!

Consider a Theme

Whether you are organizing an end of the year office party, kicking off the new year with a corporate board meeting or a Christmas fundraiser, winter is a great time to come up with a theme for your event. Not only does it make for awesome decor, but it’s also a great way to get your attendees excited about what the event is all about. 

For example, a Toys For Tots fundraiser could come with a Glamorous Christmas theme. Or a new year board meeting can be centered around New Year Resolutions for your company.

Food & Beverage

The colder weather makes for yummy food and warming beverages. When you’re planning an event in winter, take advantage of the cravings! Cater your event with home-style platters loaded with comfort food like casseroles and smoked meats. If you’re having alcoholic beverages, provide spiked apple cider, mulled wine and hot buttered rum. It’s sure to get the party started right!

Create a Flexible Schedule

With the holidays circulating throughout winter, it can be hard to pick a date for an event that works for everyone involved. To keep from canceling or rescheduling, preemptive planners should craft event schedules that can be easily rearranged as needed well in advance. Not only will this save you additional headaches, but your attendees will thank you. 

Once you’ve nailed down an event venue, discuss with the venue’s coordinator about their scheduling process, down payments, and ensure both of you are on the same page about cancellation and rescheduling policies.

Find a Venue that Works

Perhaps the most important task to accomplish for a winter event is finding a dependable venue. When selecting an event venue, meeting planners must consider size, nearby transportation and on-site amenities. You will want to make sure that your venue hosts the guest list comfortably while also providing any needed accommodations like lighting, presentation tools, and seating arrangements. 

If you are having food and beverages, some questions to ask the venue coordinator are:

• Does your venue have a kitchen?

• Does your venue allow alcohol? If so, do you have a bar?

• Do you provide any staffing?