Tips From Loveland's Best Event Venue
The annual holiday party is a much-anticipated event every year. A time for fun, games, prizes, and celebrating a year of hard work and effort. For HR, office managers, assistants, and business owners who are in charge of the planning, however, December often comes up faster than anyone expects. One moment you’re talking about office costume parties, and then the holidays are here, and venues are booked up.
Don’t worry! As a premier event venue in Loveland, CO, Grimm Brothers Brewhouse, owner of Forge Event Center, we’re here to help keep you on track. Get all the best tips, from picking a date and setting a budget to choosing a theme and planning a night full of engaging activities. We’ve put together a checklist of the 10 main things to consider when planning your company holiday party.
Booking in the Loveland area? Request a tour of our event venue and see if we’re the right fit for you. Within easy distance of Fort Collins, Windsor, Berthoud, and the surrounding area.
1. Set Your Budget
All company party planning has to start with a projected budget. This estimate may change once you receive quotes, but it provides a starting point to shape the rest of the event. Consider venue rental, food and beverage costs, entertainment, decor, staffing, and a 10-15% contingency cushion for the unexpected.
For company holiday parties, consult with those in charge of funding to determine if the company provides an open bar or if there is a cash bar or drink-ticket model. Have as many financial details ironed out as possible so you can have productive consultations with vendors.
Grimm Brothers Tip
Consult with your venue on all-inclusive packages or bundled pricing. All-in-one venues, like Forge Event Center, provide catering and drinks directly in-house, reducing the need for coordination and multiple quotes.
2. Pick a Date (And Have a Backup)
Consult your calendar and select a few dates that are good options for your company holiday party. Never lock in a date before you have a venue! December weekends book up early in Northern Colorado, so planning in Fall for your winter celebration gives you the most flexibility.
To avoid the most in-demand dates, consider weeknights, a weekday celebration, early December, November, or even January for seasonal celebrations. Check with employees and coworkers so the company holiday party planning doesn’t overlap with school breaks, travel, or local events in the area. Also remember internal deadlines or major projects that may hinder a relaxing and celebratory mood.
Grimm Brothers Tip
The more available dates you have, the more venue options you’ll find! Don’t lock in until you’ve reserved your venue.
3. Choose the Time of Day
Company holiday party planning includes considering your target audience and picking the right time of day for your celebration. Afternoon events are great for family and friends, especially if small children will be in attendance. Evening dinner parties or happy-hour gatherings, however, are intended more for adults only or 21+.
You may also choose to do a celebration on a workday, renting out a venue and giving everyone a day off to celebrate and mingle, instead. Whichever you choose, make sure it shows your commitment to your employees and how you value their efforts.
4. Estimate Your Guest Count
Company holiday parties may include employees, their families, or even friends. Are you open to spouses being invited or hosting a family-friendly event with children? Will you extend invites to clients and vendors, as well? Plan a realistic estimate of attendance to ensure you have the space and funding available for everyone you want to attend.
Grimm Brothers Tip
Consider your guest list before booking a venue! This impacts the venue size you need to reserve, the layout you’ll want to work with, food and beverage costs, and more.
5. Select a Venue That Fits Your Group and Your Vibe
The venue is the backdrop for your company holiday party! When planning, find a venue that can easily fit the theme of your event and host your guests without people feeling crowded or separated from one another. Consider capacity, layout, parking, and accessibility.
When browsing venues, don’t forget to look outside of traditional event venues. Breweries are a unique space that often allows more flexibility than a ballroom or corporate center. Forge Event Center, for example, allows flexible layouts to accommodate seated dinners or cocktail tables for mingling and activities. You also want to explore catering and beverage options, which brewhouses often provide in-house, saving on cost and vendor coordination.
6. Plan the Food and Drinks Around Your Team
Your holiday party menu shouldn’t be generic; you should consider the dietary restrictions and tastes of your team. This may affect whether you choose a plated dinner, serve-yourself buffet, food stations, or even appetizer styles. Each menu style impacts whether you need dining tables, serving stations, room for plates, and more.
When consulting with caterers, ask about alternatives for vegetarian, vegan, gluten-free, allergy, or religious restrictions. Your invitation and RSVPs can ask for any dietary restrictions to be submitted upfront so the menu can be planned accordingly.
Grimm Brothers Tip
Don’t forget the beverages! Craft cocktails and local breweries can become a part of the experience, leaning into seasonal tastes or themed options. Many drink companies now offer non-alcoholic beers and mocktails so everyone has a festive option.
7. Schedule Activities and Entertainment
Company holiday parties are about more than the food and drinks. You want to keep guests engaged, providing interactive experiences that create a memorable night. Our event guide for fun activities recommends casino nights, trivia teams, themed balls, or even auctions to get people excited.
You may choose to plan a white elephant gift exchange, both fun and serious awards for employees, or a photo booth to capture memorable moments. Whatever you do, plan a relaxed evening with unstructured socializing and some interactive moments sprinkled throughout.
8. Choose a Theme
A holiday party has a built-in theme – the holidays. However, adding more to the atmosphere can create a fun event that gets people excited. Lean into a winter wonderland vibe, host an ugly sweater contest, or request formal attire for a more high-end feel to the evening. Whatever you pick, make sure it reflects your company culture.
Create a themed space by working with your venue on decor, lighting, music, and photo moments. Small centerpieces and tablecloths can set the mood, while two focal points, like a photo wall or signature drink, will create a cohesive theme for the party without needing to go overboard.
9. Plan Logistics: Transportation, Weather, and Safety
The party is planned, and the details are all that are left! Our top company holiday party planning tip is to create backup plans around transportation, weather, and safety. Consider snow, ice, or a rain-date in case of inclement storms. Encourage guests to carpool and designate drivers if there will be drinking. You may even offer a rideshare discount code.
The best company holiday parties have parking covered, so guests aren’t left looking for a garage space or paying for street parking with a time limit. And make finding information easy: include it on the invitation and consider a page on your website for easy access. Have someone on site who can answer questions and assist with any complications.
Grimm Brothers Tip
Appoint someone from both the venue and your company to handle questions and concerns. Your internal source can help with party logistics while someone from the venue can help with parking, layout, and more.
10. Make It Inclusive and Memorable for Everyone
The night is a success when everyone feels included and thought of. A company holiday party is all about thanking employees for their hard work and celebrating their dedication to your business. Thank them by considering what makes a night enjoyable for them: quiet spaces when needed, alcohol-free beverages, accessible seating, and a range of activities.
Don’t schedule a holiday party that conflicts with someone’s cultural observance or limit the party to one holiday. Go the extra mile by giving employee shout-outs, displaying a slideshow of fun team moments, and providing a small bonus or gift.
Ready to Plan Your Company Holiday Party?
Contact Forge Event Center
Grimm Brothers Brewhouse has planned many corporate parties, everything from casino fundraisers to formal themed balls. We know how to elevate a celebration from a simple company party to a memorable evening that boosts morale.
Contact us today to learn more about our event venue in Loveland, CO, where you can partner with us for catering and local craft beer. With a flexible space fitting up to 250 guests, we have the perfect location for your seasonal celebration.
Frequently Asked Questions
How far in advance should I book a holiday party venue?
It is recommended to reserve your venue in fall if you have an in-demand date, such as a weekend or Friday evening. Early December, November, January, and weekdays provide the most flexibility.
How much should a company spend per person on a holiday party?
When creating your overall budget, consider $75 per guest as the average spend to cover food and beverages. A more casual event may be around $50, while higher-end events may average $150+ for a full bar and evening entertainment.
What’s the best day of the week for a company holiday party?
Thursday is commonly considered the best day of the week for a company holiday party because it does not compete with weekend plans that most people often have around the holidays. You can follow it up with a casual Friday to allow guests leeway for staying late or celebrating. Fridays and Saturdays are the next most popular days, followed by Monday or mid-week celebrations.