Book your Christmas party venue now while the summer days are long and the sun is shining? Yes! Now is the perfect time to look ahead and start planning your Christmas party to get ahead of the rush come autumn.
Reed & Mackay Events Venue Find Specialist Amrat Halai shares her expert insights into why, and how, you should start planning your Christmas party now.
Is there an ideal time to book a venue for a Christmas party?
Book your venue as early as possible to avoid disappointment. This allows you to get the best rates and availability. And, one point worth remembering, if you plan to rebook a venue you have previously used, it’s best to do so immediately after the event.
If you are booking a new venue I suggest even doing so in early April. Although venues might not have rates available, you can still secure dates this far in advance.
What are the benefits of booking so far in advance?
Booking early provides you with the best selection of venues on your preferred dates at this time of year. Understandably, Thursdays and Fridays in December are the most in demand and prices are typically higher for those dates.
It also gives you more time to negotiate. This can be beneficial if there is a minimum spend requirement on any bookings. Additionally, securing a venue early in the year allows organisers to send out ‘save the date’ messages promptly, increasing the likelihood of good attendance.
What should people look for when choosing a venue?
Choose a venue for your party booking that fits your budget and meets your requirements. For example, if you are organising for a group that likes an evening of music and dancing, ensure the venue allows for late finishes and isn’t affected by sound restrictions.
Additionally, it’s important to consider the venue’s accessibility. Make sure all your attendees can access the event space and that there are suitable transport links. Lastly, keep your Christmas party package expectations in mind. If you are looking for a three-course seated meal with welcome drinks, make sure potential venues can accommodate this.
How can people get the best value for their booking?
Confirm your budget early to identify areas where you can request extras when negotiating with venues. For example, can you request an extra 30 minutes on a drinks package or add on entertainment options such as a DJ and photobooth?
Working with a travel and event management company like Reed & Mackay can help you secure the best-value package. Strong purchasing power, industry connections and expertise can ensure you receive the best value when booking your Christmas party.
What else should be on my checklist?
Hybrid working is increasingly prevalent so make sure if remote or hybrid workers are attending that you put hotels rooms on hold if anyone needs to stay, plus organise transfers. And rule number one is: get the invites out early so it’s in everyone’s diary!
Get in touch
Mail hello@reedmackay.com to discuss all your event and travel management needs.
