The holidays are quickly approaching, which means a lot of events are on the horizon! Whether you’re a seasoned event planning expert or more of a novice, we know there are a lot of things to consider when planning your event. We’re here to help give you guidance around all the best practices when you’re just getting started!
Once you have more of an idea around what you’d like your event to look like, you can start browsing appropriate venues. Finding the perfect venue is key to a successful event. There are a few things to consider when you’re beginning your search:
What’s your headcount? Be sure to look for venues that can accommodate your maximum guest capacity– and don’t forget to include +1s!
What part of the city would be best? Generally a central location near the office or the main business district is preferred so your guests have an easy time getting there. Consider parking as well for folks who’d prefer to drive!
Kapow! makes it easy to browse and book events– however, that doesn’t mean you should wait until the last minute! So how much time in advance should you aim to book your event? While there are certainly exceptions, here are our guidelines:
Holiday Parties Restaurants and bars fill up fast– especially during the holiday rush period! Some even start taking reservations a year in advance. For groups of over 200 people, you won’t regret securing your holiday event space at least six months in advance. Smaller groups can get away with a 3-4 month advance. Book your holiday event today!
Virtual Holiday Events Especially for holiday events that require shipping, we recommend getting your event booked at least five weeks in advance. Many virtual event suppliers require a timeline so they can ensure your attendees all receive their supplies in time. Virtual holiday events that don’t require shipping are a great option if you’re looking for a last-minute way to celebrate the season!
Interactive Events No matter what, we recommend booking your event four weeks in advance to get it in your attendees’ calendars. Four weeks also gives you time to thoughtfully curate your guest list, make invitations, send event reminders, prepare event presentations, and buy and ship any materials for your guests.
Small Dinners and Cocktail Hours Similarly to interactive events, small dinners and cocktail events should be booked four to five weeks in advance. This will help be sure that you get the venue you want on the date you want, with the group party size you’re inviting– even if you’re booking at the hottest restaurant in your city!
While these tips are a great place to start when getting ready for an upcoming event, make the whole event-planning process even easier by reaching out to us today! Otherwise, check out Kapow!’s excellent virtual and in-person options for your next get-together and book in a few clicks. With thousands of established relationships with suppliers across the country, Kapow! will help you plan an end-of-year event that is sure to be memorable and unique.
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