8 Tips on Planning and Hosting Winter Events
February 1, 2012 by deblewis
Filed under Ask Deb, Event Tips, Ontario, Other
The days are shorter, the night are longer but don’t let old man winter stop you from hosting your most fabulous event yet! Follow these CityEvents tips to create a Winter Wonderland on any budget
1. Pick a Theme and Stick to it!
For a winter event let the season inspire you and all your décor, theme, activities, and food options. A fun festive tip to try is pick one winter item, anything from a crystal icicle, a snowy forest, or a roaring fire and from that item recreate the feel, smell, taste, touch and sound that object brings you in all your event’s details.
2. Stay Warm!
The temperature may be dropping but your parties are heating up! Make sure your guests stay warm, and bundle up coming and leaving your event. It can be anything from having a heated area when lining up to enter the venue to as simple as offering extra mittens and scarves to your guests when they leave (bonus points for having your event logo on the accessories!). For smaller parties have your guests brave the cold with a cup of Goodnight Hot Chocolate!
3. Make Outside Inside
Why let the seven feet of snow outside your door limit your options. Make outside inside with different heating setups. Try installing a tent area to take advantage of a larger lawn. Small budgets are no problem, as decorating a yard with fairy lights and having folded blankets on chairs creates a winter wonderland while giving your guests a chance for a breath of frosty fresh air.
4. Safety First
Safety should be a concern for all savvy planners year round but winter presents its own unique challenges. As much as possible check the weather reports for the day of your event and shovel, salt, and snow-blow all walkways! Always do a run-through of your whole floor-plan to make sure there are no slipping and sliding risks. Have enough coat racks (or coat check) as well as mats for wet boots and shoes. As always, for any guests who were feeling the festive winter spirit and consumed have alcohol, insist on a taxi or have alternative transportation on standby. Two numbers for the Toronto area are: Beck 416-751-5555, and City Taxi 416-740-2222
5. Use the Season to Your Advantage
Winter is the best time to match your décor to the season. Ice sculptures, and ice luges (for beverages) are beautiful, reasonably priced, and an impressive visual for your guests. The lower light of the afternoon sets any candles and lighting aglow. Rich colours: crimson, snow white, pine greens pop against the drab background of the urban winter. The crisp air makes savoury smells more noticeable, and any warmth always draws people in off the street. Counterpoint the heat and energy of your party with the frosty outside and all your event choices will be that much more of a standout.
6. Try Something Different
As beautiful as the winter season is there is something to be said with doing the exact opposite! Vacation sales spike in the New Year for a reason – people want an escape! This is the perfect time to juxtapose a wacky or different theme to shake your guests out of their winter hibernation. Who wouldn’t want to try a January Hawaiian Luau or a Murder Mystery Dinner instead of a traditional February Valentine’s day party? Get creative and try something no one else is doing! It’s sure to be noticed.
7. Timing is Everything
They’re called the “Winter Blahs” for a reason. Holiday season is very busy with Christmas, Chanukah, New Years and reunions. Guests may be worn out by January 1st, but there is a large empty period from Jan – March. This is the perfect time to plan your winter party and give your guests something to look forward to! Half the trick in creating a good buzz is standing out from the competition, and with little else going on even the smallest party will shine.
8. Make it Fun!
This is the most important thing to remember! As planners we can get caught up in the detail and forget to see the big picture. People come to events to have fun, so think critically. Is this something I would have fun at? Spontaneity is the key to fun; why not whip up a snowball fight at midnight? Drop snowflake confetti? Keep your guests guessing and keep it fun! Happy Planning!!
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