How Event Planners Can Let Loose Before the Busy Holiday Season

As business owners and event planners, we definitely know what it feels like to always work the “holiday rush”.  Throughout the year, our events usually fall between Monday and Thursday, but in December most events are on Fridays and Saturdays. This shift in our event schedule causes us to work 6 to even 7 days a week for 3+ weeks in a row. Not to mention, the typical craziness of the holidays with family coming into town, preparing meals, buying gifts, traveling, going to our own holiday parties. It really can sometimes feel like you’re going non-stop starting the week of Thanksgiving to New Year’s Day. I guess we don’t need to say more about why taking a break before the holiday season is so important, but we will say this, it’s important to build you and your team up before you serve others. Leaving yourself and your team last will not only hurt morale but leave everyone burnt out and resentful and that’s not what this is about!

 

So here are some ways to keep you and your team cheerful during the crazy holiday season. We’ve also included pictures from our own outing to Disney Springs for inspiration!

 

  1. Take a day away from the office during the work week. The second part of that is key. Do NOT make people give up their weekend to do something work-related even if it’s fun. That is their personal, family time. Going out to let loose on a “school day” has that same effect it used to when you were a kid, but better because you’re getting paid for it. Getting paid to have fun while everyone else is still at work is awesome. Enjoy it!
  2. Get a little weird. Now we don’t mean this in an uncomfortable sense, but we’re all human. You don’t need an outing to have a little fun. You can get silly at work by having impromptu dance parties (dare we say, “Christmas music?”) or have a little holiday craft break to make snowflakes to decorate the office before things get crazy. At least they’ll look festive! As adults, we still crave moments where our brains can take a break and decompress. I mean, we’re party people after all! We know how to have a good time that’s why we dedicate our lives to ensuring “good times” for others! Create these short moments in your office and you’ll see how collaborative you’ll be when it’s showtime.
  3. Prioritize what really needs to get done for your events and stick to it. There’s no need to add more chaos before the chaos. Things that are important will get done, but don’t sacrifice the whole lot of them by overwhelming yourself. Bizzbabo has some helpful tips that will keep your priorities in line.
  4. Help each other get out of the office on time. No one needs to stay late before their 6 or 7-day work week starts up. Come together to get things done and get home at a decent time…or maybe even early! Not to mention there will be other positive repercussions just by helping each other.
  5. Remember we’re all rowing in the same crazy canoe. Sometimes when we get all hopped up on our own to-do list we forget that our neighbor has an equally sizeable list. It’s all good. Just remind yourself and your team that we’re literally all in this together. Don’t let the amount of work divide you, instead let it empower you to kick ass as a team.

 

Take a look at our company outing at Disney Springs. We hope it inspires you to plan your own!

 

Traditional vs Non-Traditional Venues

 

What makes a venue traditional?

Traditional is somewhat of a loose term.  Venues that are historically deemed “traditional” don’t like the term because “traditional” can be sometimes misinterpreted as “ordinary”.  This can sometimes be the case, for example, if I told you to close your eyes and picture a “traditional” venue, what are you envisioning?

Chances are, you are thinking of a ballroom, country club or a museum type space, and you wouldn’t be wrong either.  For the most part, a traditional venue is an event space that’s primary function is hosting events.  This means that the space is designed to be flexible, probably a little larger, neutral, and climate controlled.  These are tremendous advantages that traditional spaces will have over non-traditional.  Non-traditional venues may have several of these components, but typically will not have “all of the above” advantages.  Traditional venues are still very popular because they are dependable.  You know exactly what you are getting, and you can expect the same thing each and every time.  Depending on your budget, you can certainly dress up a traditional space with unique furniture and decor as well to give it any look you desire.

A Beautiful Ballroom

A Boring Ballroom

What are the advantages of working with a Non-Traditional Venue?

As you probably know, with every advantage comes a disadvantage.  The biggest sacrifice that most traditional spaces make is uniqueness.  With all of the advantages that traditional spaces gain (i.e. flexibility, size, climate), they can also be the same things that may be disadvantages, depending on the client.

In 2018, it seems as if everything has been done before, and the last thing a client wants is to have a forgettable event.  That’s why planners and brands are pushing the envelope to try new places and do things that haven’t been done before.  In order to think ‘outside the box’, planners need to think ‘outside the ballroom’.  They have to find spaces that haven’t been done a thousand times (by all their competitors).  They need something unique.  They need something within budget.  They want their guests to remember.  Enter- NON-TRADITIONAL SPACES.

A Non-Traditional venue is a space that (most likely) isn’t always an event venue, but serves other purposes.  It could have an indoor / outdoor component.  It could offer a stellar view.  It could be difficult to work with, considering it may not be primarily an event venue.  It could be entertaining.  It could be memorable.

The word “traditional” literally means long-established, habitually done, used or found.  So naturally, it’s hard to fit ‘non-traditional’ venues into a box, but some examples of non-traditional venues are-

Rooftop Spaces

Art Galleries

Concert Venues

Yachts / Cruises

Wineries / Breweries

Airport Hangars / Warehouses

Unique Restaurants / Bars

Attractions

Outdoor Spaces

Orlando Offsite Meeting Venue

This is only the beginning, you could go on for hours when thinking of non-traditional spaces.  Think: Venues where they do not normally host events, this makes the venue more unique and rare, which leaves a lasting impression on the guests.  The clear advantage to working with a non-traditional venue is uniqueness, however there are many other reasons why it may be advantageous-

  • Vendor selection – Most traditional venues do events all the time, which means they know what they like and vendors know how to operate with them.  Most preferred or exclusive vendors have commission arrangements as well with the venues.  With non-traditional spaces, you will likely have more flexibility to work with any number of vendors, thus creating an open market for fair competition.
  • Creativity – If you are working with a non-traditional space, then you likely already have the creative juices flowing.  But most non-traditional spaces include some sort of built-in theme or entertainment, then you can take that creativity to the next level and really make it your own.
  • Branding – You want guests to remember who threw them an awesome party, and non-traditional venues can offer just as cool non-traditional branding opportunities.
  • Venue Fees – This can vary venue to venue, but if you find a spot that typically does X in revenue in their normal business and you are offering X+Y, they will likely take it, which can easily be less than comparable traditional spaces.
  • Memorable – Compare the following two pictures and decide which one looks more memorable.  Both are fantastic options, and the food would likely be comparable, but which is more memorable?

    Option A

    Option B