Holiday Event Booking Tips

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!

First and foremost, what kind of event are you looking to host? What are you trying to achieve qualitatively? Customer appreciation events are very popular, especially as the year winds down: a great way to show appreciation would be an event that takes them away and makes them feel special. Inviting VIP clients to try and strengthen the strategic relationship for the new year ahead? An elevated interactive event helps give you and your team a shared experience with the client, strengthening that relationship. Not sure? Our Event Specialists are ready to help you brainstorm and figure out the perfect plan!

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:

Event Type Lead Time
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!
3-6 months
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!
5+ weeks
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.
4 weeks
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!
4-5 weeks

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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