Summer may be in full swing, but in just a few weeks, event professionals will start planning their holiday events. In fact, Biz Bash Media‘s research has shown that the majority of corporate planners start their holiday party plans in August. With almost two decades of event planning under my belt, I have seen it time and time again and August is a great month to book holiday events. 

With this in mind, you should consider booking your event space, hiring your event planner as well as securing entertainment, caterer and craft bartenders! I have created a timeline for you to use for your Holiday Events! Now, don’t forget our Suite of Brands can assist you in many ways!  From Sedona Events, Cendera Center, Spirits by Sedona, Event Technology and Snaps, we have you covered! 

August

  • Create Event Purpose Statement and Goals
  • Create a Budget
  • Secure Event Planner
  • Book Event Space
  • Hire Caterer
  • Research Creative Partners: Entertainment, Florists, Photographers, Photo Space (Snaps), Audio-Visual Needs (Event Technology) Specialty Acts, etc.

September

  • Design and Order Invitations
  • Guest List Creation
  • Menu Tasting and Planning
  • Consider name tags, swag, gifts and guest favors
  • Hire Creative Partners
  • Reserve Block of Hotel Rooms
  • Send out Save the Dates

October

  • Reserve Transportation if necessary
  • Finalize Menus
  • Create Timeline/Agenda
  • Purchase Favors/Gifts, nametags
  • Order Awards 

November

  • Print Programs, Signage and Menu Cards
  • Send Timeline to all Creative Partners
  • Finalize all payments and Contracts
  • Send out Invitations 
  • Create Playlist or Do NOT Playlist
  • Collect RSVP’s

Week of Event

  • Reconfirm details and set-up times/requirements with Creative Partners
  • Final Payments ready for Event
  • Turn in Final Guest Counts to Caterer, Bar Service and Venue
  • Arrive to Venue in order to receive all deliveries
  • Don’t forget your Event Toolbox
  • Be ready to Greet Guests 45 minutes prior to start time

Have a great time and Cheers!

Photo Credit: Peyronet Photography

Amy Shackelford, CWP, CTA, TWP

President | Sedona Productions

amy@sedona.productions