NYC holiday party venues

Today is the coldest day we’ve had in a long time, a sure a sign as any that winter is approaching. If you’re the person who has volunteered for (or more likely been assigned) the inglorious task of organizing the company holiday party, it also means that the clock is ticking!

Holiday season is one of the busiest times of year for a NYC corporate event entertainment company like TrivWorks, and I’d say about half of the inquiries we receive for off-site parties come with a plea for assistance when it comes to the venue. Here’s 10 tips I can share with respect to finding the perfect venue for your upcoming staff holiday party in NYC & beyond:

1.   Start Early – There are limited options for private parties that meet your specific criteria, and they WILL book fast. In order to secure the ideal venue for your party, start looking now.

2.   Pick a Date – The first thing any venue will ask: when would you like to come in? Be specific, and know the date before you pick up the phone

3.   Be Flexible with that Date – If you are locked in to a specific date, you run the risk of being sorely disappointed; holiday season is one of the biggest times of year for restaurants, bars and event spaces, so go in with the knowledge that your perfect venue may not be available exactly when you want it

4.   Define your Geographic Preference – How far from the office are you willing to go? Will people be walking out in the cold, or driving? Holiday parties are supposed to be fun, so make sure people don’t have to travel too far to get there

5.   Match the Venue to Your Group/Activity – What type of venue is expected by your staff? Do they want an upscale lounge, an informal pub, a fun built-in activity, or the boss’s home?

6.   Budget – Be exceptionally clear at the start how much you have to spend. It can be flexible, but knowing from the outset what your budget is, rather than “shopping around” and comparing what may be inappropriate locations, will save you both time and effort in your planning

7.   Schedule an Advance Visit – I can’t emphasize this enough, especially for a staff entertainment event with the bosses, the bosses’ bosses etc. present. You want a venue which reflects well on the company, your attendees and yourself, and that can’t be done with just a computer screen and a telephone

8.   Know Your Attendance – Sounds like it should be up there around Step 1, however those who have planned holiday parties before know there is no real knowing who will/will not attend due to client work, illness etc. There’s also the long-running debate of whether to invite spouses/significant others, which can consume quite a bit of time between the planning and execution of the event

9.   Inquire About Special Needs – Does you group have any specific requirements? Will the venue need to be equipped with A/V for speeches/activities? Do you require ramp/elevator access? How about dietary restrictions/bringing in outside food? All of this should be worked out BEFORE you put down that deposit

10.   Will it Be Fun? – The whole point of an office holiday party is to show staff a great time, that their efforts are valued and appreciated. You can’t guarantee this if you’re planning a rooftop event in December, or if there’s a raging metal concert in the space next door. Try to take in as many factors as possible about your potential venue to determine if yes, we will indeed have a great time, without intrusion or discomfort.