One of the biggest annual events for any company is the holiday party. These parties might be used to celebrate everything from Thanksgiving through New Year’s or they may be geared specifically around Christmas. Sometimes the focus of the event is just on celebrating a year of hard work and success.

No matter the reason you throw a company-wide soiree, you need to make sure you vet your potential holiday party venues thoroughly. Your venue matters. It can be the difference between a great time being had by all and an unmitigated disaster that everyone will tell horror stories about for years to come.

The quality of your corporate holiday party also sends a message about how much you care about the people that make your company work. A cramped space with bad food says that you do not value your people at all.

So what do you need to know to find the best possible space for your holiday celebrations? And if the clock is ticking on securing a venue with short notice, how do you make that happen without getting stuck with some bargain-basement, low-quality option?

What to Do If You Need a Venue Fast

Sometimes you are so busy coming up with great office holiday party ideas, that you forget to reserve a place to get everyone together. If you need to secure a venue fast, here are some helpful tips to take care of business within a week.

Execute a Simple, Seven-Day Plan

It is easy to get overwhelmed by the urgency to secure a venue for a party quickly, but that stress can be easily alleviated with a simple, seven-step/seven-day plan of action. By following these steps, you can secure the best private event space Minneapolis has to offer.

• Day 1 – Inquiries: Say you are focused on downtown Minneapolis venues, compile a list of locations in the area and send out inquiries to each.
• Day 2 – Holds: As venues respond, work with them to set up holds for your key dates to ensure that, if you choose that venue, you will have your date secured.
• Days 3 and 4 – Tours: Venue tour Minneapolis locations over the next two days to make sure that they can handle your requirements and that they live up to the standards you have to show appreciation to your colleagues.
• Day 5 – Selection: Weigh the pros and cons of the holiday party venues you toured and make your final decision. Let the winning venue know as well as those venues that did not make the cut so that they can open your held dates for other potential clients.
• Day 6 – Contracts: Finalize the paperwork for the costs of your party. Be clear about everything the venue is expected to provide, such as catering, AV equipment, and so on.
• Day 7 – Specifics: Finally, use your last day to clean up the remaining details that need to be hammered out with the venue. That could mean things like establishing the event’s menu and clarifying any parking discounts for area ramps or park and ride options.

Look at Weeknights and Sundays

If you are looking for the most suitable holiday party venue Minneapolis has to offer on short notice, remain open to choosing weeknights or Sundays for your event. These are, traditionally, less in-demand than a Friday or Saturday evening party.

Going for an earlier start time can also help ensure you can get the venue that best suits your needs. And an earlier start time may help open up transit options for people who prefer using public transportation or want to use off-peak pricing for ride shares.

Create Outreach Scripts

Every venue has several ways to get a hold of them. Depending on how quickly you need a response and what method you are using to reach out, you might want to have different scripts prepared that you can copy and paste for efficiency’s sake.

Formal Emails

Using a professional, weekday office tone, send an email detailing your holiday party checklist of requirements. These would include required capacity, the range of dates that you seek to book within, and your preferred budget range.

If you don’t hear back within 24 hours, send a follow up email that reiterates your key information and needs, but uses a slightly more insistent tone. Keep it professional, but make your sense of urgency clear.

Social Media

Some venues have active social media profiles on Facebook or Instagram. In those cases, sending a friendly direct message can get you a response from their booking department just as well as a formal email. A DM doesn’t need to be as detailed as an email, but you should be prepared with your requirements when a response comes your way.

Phone Call

When you absolutely, positively need answers as soon as possible, a phone call is still a great tool. Get a person on the phone and go through your checklist with them for immediate feedback.

Must-Ask Questions

No matter if you are reaching out early or for a last-minute holiday party, there are a few questions you should always have at the ready when you make contact with a potential venue. Here is a breakdown of some information that you absolutely need to know.

Capacity, Layout, and Flow

Event capacity and layout make a big difference when you consider the type of party you want to throw. A room that is designed specifically for seated dinner engagements isn’t always great for a cocktail-style party. So check to see if the layout is flexible and what the capacity difference is for seated dining and for standing, cocktail events.

It’s also wise to ask after the traffic flow of the venue. With coat check, drink stations, catering access paths, a dance floor, and other potential options, it is wise to get a feel for how easily your guests can mingle and get their food and refreshments.

Pricing Clarity

Every company party has a budget, and you need to be sure that yours can cover the venue that best suits your needs. Ask about the venue rental minimum, service charges, packages that include catering and planning assistance, overtime rates, and taxes. The closer you can get to an exact number, the easier it is to get your budget approved and get the paperwork signed.

Food and Beverage

Securing the best holiday catering Minneapolis can provide is a key to showing your company’s appreciation for a year of hard work. Check with your venue about bringing in a preferred caterer or get information about in-house catering and bar services.

Some venues give great savings through their in-house food service, and some don’t even allow outside caterers. Know the rules when calculating costs. No matter what, make sure to clear any food restrictions and, if you aren’t cutting things too close, get a tasting to be sure the food is as good as can be.

Decor and Rentals

Find out what holiday decorations the venue has available. Think about table dressings and linens, twinkly lights, Christmas Trees, Menorahs, or festive candles and centerpieces. Many venues will give you access, but check to see what you are allowed to bring in if they don’t have everything.

Tech and Entertainment

If you want a dance floor, you better have someone there to play the music. Is a DJ something your venue can provide? If you want some chamber musicians, can your venue help you contact a group? Do you want some karaoke? Be sure to check with your venue about available equipment and if their in-house AV for events will cover your needs.

Logistics

Finally, get all the information you can about nearby parking, public transit access, load-in and load-out procedures and timelines, venue security, and staff ratios. These are things that many people don’t consider, but addressing them up front can make the rest of the lead up to your event much smoother.

See more: FAQ Page

Next Steps

That’s a lot of information and questions to keep straight. Luckily, when you book a tour at The Lumber Exchange Event Center, you will get a full half hour to see the rooms you’ve discussed booking, how the catering is run, and all the logistics answers you could hope for.

LXMPLS has several venues with different themes, feels, and capacities to offer. From intimate to expansive, there is a space that will fit your holiday party perfectly. Check for December venue availability as soon as you can to secure a place as soon as you can.

The closer you get to the end of the year, the harder it is to secure holiday party venues on the perfect date for your organization. But by keeping the tips we’ve looked at today in mind, you could have a date set with a venue reserved within a week. Don’t wait! Reach out today!