Choose the Right Christmas Party Venues
Edited by Nerissa Avisado, Eng, Lynn, Robbi and 1 other
Christmas is always said to be just around the corner. It creeps up so quickly that before you even notice, the most well-loved season of the year is here again to put everyone in party mode. If you're hosting a bash or tasked to plan one, you'll find that there are many elements integral in achieving the "wow" factor to make your party beat all other parties of the season.
Planning a party puts the host or organizer under a lot pressure. But taking it step by step and prioritizing things will ensure that the party will start and end with a bang. What can be a better way to make an impression than to find the best setting where guests can have all the fun, food, and entertainment? Choosing the venue is an important decision that depends on your budget and the type and number of guests you're inviting to the Christmas party.
Different Types of Party Venues
Restaurants are ideal for a Christmas party to be attended by a small group of people. There are usually private dining rooms that can be rented if the group prefers a private gathering. There is the option to rent the entire restaurant if there are more people expected to come. The restaurant provides the food and drinks. Entertainment is rarely available except for some pipe-in music.
Functioning rooms or halls for exhibition, conference, ballroom, or main dining room can be booked for Christmas parties of grand scale. Big companies choose to celebrate their Christmas parties in hotels as a special night for their employees to remember. The party package includes food and drinks to be served either in buffet style or sit-down meal. Live entertainment is usually present to perk up the mood.
Event places such as pavilions, auditoriums, expo halls and gymnasiums are examples of large halls that can be rented for Christmas parties with many guests. Often, a DJ is hired to play music related to the party theme. A big portion of the hall may be cleared to allow dancing, games, and other forms of entertainment.
Christmas parties held at private clubs are normally hosted and attended exclusively by members. Food may be included in the package, but can also be catered by non-member supplier. There is usually a bar that serves different kinds of drinks.
Popular among young people in late teens and early 20s, bars are ideal for private Christmas parties attended by close friends. A room in the bar may be rented for the party where drinks can be ordered and served exclusively for the group.
The garden may be within another venue such as a hotel and restaurant. A Christmas party held in a garden is generally an unpretentious affair where guests are more refreshed and relaxed. Musical entertainment is typically part of the occasion where a live bands and other performers serenade the guests with carols. Food and drinks are catered either as part of the package or by another party supplier.
In your own home /house: We cannot go wrong in choosing our own home. Aside the fact that it is easy to find and accommodate. You don't have to make reservations, just use it. And another fabulous fact is you don't even have to pay for it, because it's yours. So the money, for the said to be venue is not necessarily needed, because it's free of charge. And you can enjoy in your own home without the rules and regulations, not like in some other venues. It's just that, you can only invite 30 to 50 people in the normal size of a house. For family gatherings only, especially holiday season. The essence of the holiday season is the families get together. You cannot use your home if you're planning a Christmas party for your colleagues at work; you can if you are only a few. And you don't have to spend too much money for the decorations. So you can focus on the foods and the gifts. I'm sure your loved ones will surely enjoy and make memorable moments.
The venue is a crucial element in any party. It is the stage where all the activities are happening, and a platform for etching festive memories. However, there are many factors that need a closer look before finalizing your choice of a Christmas party venue.
Must-Have Features to Look for in Christmas Party Venues
The size of the venue depends on the number of your guests. You'll feel more confident to choose a banquet hall that can accommodate hundreds of people or a restaurant as a better option if you're expecting just 20 or less of your dear friends to come.
As a responsible host, you have the duty to care for the safety and well-being of all the people in party. It highlights the importance of choosing a venue that can provide security not only for human lives but for all other material valuables such as equipment and automobiles. The venue must have competent means and personnel who can effectively act on emergency situations and prevent potential troubles as may be caused by excessive drinking, unwanted gate crashers, and even acts of terrorism.
Those lovely columns and magnificent ceiling may be the perfect backdrop for the party. Wait until you see the huge columns blocking everyone's view of the stage, or when the vaulted ceiling starts reverberating the music and whole noise of the crowd.
Keep an eye out for facilities that are necessary but oftentimes overlooked by hosts. Examples include the wash room, kitchen, smoking area, kid-friendly space, proximity to main thoroughfares and public transportation, parking area, and handicapped accessibility. As a host, your job starts by ensuring that guests will be comfortable, safe, and having fun.
Find out if there are ample outlets to plug in the equipment you're using. Identify the areas where you want the party elements to be positioned and make sure there are adjacent outlets. Using extension cords in crowded area is not only dangerous, it is also unsightly.
All venues are not created equal. Some are charging for the use of just the space while others include the tables, chairs, and basic decorations. Discuss these details to avoid being trapped in paying for items thought as "in the house."
Always ask about venue policies in terms of overtime use, serving liquors, cancellation, refunds, etc. Make sure to read the contract well, including the fine words, to be sure you're getting a fair deal.
Ask the venue in-charge about other costs they'll be charging like service fees, valet service, set-up, electricity, corkage, etc. Don't get caught by surprise when you're being charged with what you assumed was free.
After knowing the different types of party venue and the features you must look for, you're now ready to choose the right venue for your Christmas party:
The Process in Choosing the Right Christmas Party Venue
Set the details of the party.
This includes the date, time, number of guests, and theme of the party. You'll need this information when booking a venue.
Pick a minimum of three venue options and research on how they can respond to your party needs. Make a matrix to compare costs, facilities, services, etc., to serve as basis for your choice.
Conduct at least one site visit to the prospective venues.
Take a photo of each venue, noting their individual uniqueness.
Check the facilities, lighting, water supply, staff and services offered. These are important elements in holding a successful party. You would not want the toilet reeking after some uses, or to wait up for a service that takes ages before it is delivered.
Get upfront information from the manager regarding the use of facilities, terms of payment, and other amenities.
Choose a venue that can provide more than what you expressly require. Some venues may offer the use of AV equipment free of charge or serve complimentary cocktail drinks upon the arrival of guests.
Explore catering options.
The food and beverages are other elements that can make or break the party success. Get suggestions from the venue sales manager about their range of choices for the menu. There are several food packages to choose from, depending on your budget and preference.
Get the accurate time to reach the venue from certain points, like the company office, home, and some major city landmarks. Sharing this bit of info with the attendees can help them come right on cue. You wouldn't want them missing out on fun activities slated during the early parts of the party.
Once you've found the most ideal venue, book the place immediately to guarantee you're getting the place for the party.
Remember, it's party season when everyone seems frantically searching for a venue. Pay the corresponding reservation fee.
Inform the venue about the details of the party to allow them to prepare and set up the area beforehand.
This gives the staff an idea what to expect, and the chance to tailor their service according to your preferences.
With careful planning in choosing the right venue, you'll be giving your guests an amazing setting to remember the fabulous Christmas party you hosted.
Tips and Tricks:
Visualize how the venue will look when it's completely set up and filled with people. A seemingly large empty room will quickly transform into a jam-packed venue once all the party components are in place.
Choose a venue with a size appropriate to the expected number of attendees. A big venue requires more decorations.
Get approval for the type of decorations to be set up. Some venues may impose certain restrictions, especially if your props require complicated special effects.
- Sketch a directional map to show the route in going to and from the party venue to prevent guests from getting lost along the way.
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Recent edits by: Robbi, Lynn, Eng