12 Christmas Venue Booking Mistakes to Avoid, According to Experts
Jingle bells, jingle bells, jingle all the way! It’s almost September, and you can already hear the excitement of planning a Christmas party in the air.
Unlike Michael Scott (or David Brent) with his trusty party planning committee in The Office, most of us face the daunting event planning task alone.
Finding the perfect venue, selecting a fun theme, choosing the right appetizers, and ensuring everyone has a blast is a lot to juggle without any elves’ help.
Luckily, we’ve been in the workshop and have a stocking stuffed with tips from our event industry experts.
Let’s dive into the top things to avoid when choosing your Christmas party space, straight from the people immersed in it every year!
1. Don’t Settle for Boring Christmas Catering
We’ve mentioned it before, and it’s a fact: boring food is a turnoff. Regardless of if you’re planning a corporate party or a family dinner on Christmas.
Even if you rent a stunning venue, if the food doesn’t delight, your guests might leave feeling grumpier than the Grinch.
Choosing the perfect catering for your party is key, but if you want to set up a night to remember, don’t limit your food choices to only the boring classics everyone could have at home. We’re talking roasted potatoes and green bean casserole!
Depending on their signature cuisine, many venues offer reimagined versions of classic dishes that your guests will be excited to discover. Keep a few nostalgic elements like mulled wine and Christmas crackers, but also introduce various delicious seasonal dishes or modern festive canapés. This combination will surely impress and surprise your guests.
– Helena, Head of Marketing & Business Development at Patron, London
2. Not Negotiating the Venue Budget
Everything is possible at Christmas time! While setting and sticking to your budget is crucial, many people don’t realize how much wiggle room is usually available for Christmas party venue prices.
If you find a venue you love on Tagvenue but the initial quote seems out of your budget, try to set up a short phone call with the venue events manager. In many cases, there may be plenty of options to adjust menus, times, days, and other details that will make the venue way more budget-friendly in a matter of minutes.
– Helena, Head of Marketing & Business Development at Patron, London
🎄Tip: Use our smart filters to find venues that fit your budget and discuss all facilities and services offered, such as post-event cleanup, catering, and entertainment with our venue managers.
3. Do not Limit Your Venue Search Area
Broaden your search! Just because Santa parks his sleigh on your roof doesn’t mean your party needs to be right next door.
Do not limit yourselves when searching for your perfect Christmas venue, and certainly not to just the area surrounding your office. It’s truly incredible how many great spots the city has to offer. The ones a bit further from the center often end up cheaper and even more accessible by public transport (fewer traffic jams outside the center, too!). Think outside the central location box, and you’ll discover many great venues offering competitive rates, a more personal approach, and plenty of bespoke, customizable packages.
Helena, Head of Marketing & Business Development at Patron London
🎄Tip: Instead of sticking to hyped spots, consider exploring less popular neighborhoods where you can still find stunning venues at budget-friendly prices. However, don’t rule out the luxurious neighborhoods entirely. If you’re planning a smaller event, you can often find great deals by opting for a minimum spend or per-person hire, helping you avoid overspending in those posh areas of the capital.
4. Do not Hesitate to Ask Questions
Venues often become surprisingly flexible when hosting Christmas parties. It seems like the season’s cheer puts even the toughest venue manager in a good mood!
If you find a great venue but are disappointed with the options available, don’t hesitate to ask all possible questions. Many venues might not even think of the possibilities you envision, so sharing your thoughts and suggestions can help you work together to create the perfect Christmas party.
Helena, Head of Marketing & Business Development at Patron London
💁🏽♀️You may like: 22 Tips from Event Industry Experts for a Perfect Company Christmas Party
More Christmas Tips
Image courtesy of Silverfox Events
Raj Somaiya, Event Planner and Founder at Silverfox Events, points out practical mistakes such as delaying bookings, ignoring less popular booking days, overlooking weather contingencies, and not reading the fine print. Check out the 9th tip for an expert insight to take your event planning to the next level!
5. Do not Delay Venue Booking
Popular venues book up months in advance for the holiday season. If you want to snag the best spots in cities like London or NYC and enjoy maximum flexibility from venue management, start your search 6-8 months ahead.
Trust me, it’s never too early to start hunting for that perfect Christmas venue!
– Raj Somaiya, Event Planner and Founder at Silverfox Events
Taking advantage of early Christmas offers can mean better deals on catering, staff, entertainment, and even extra hours at your chosen venue. Think of it as giving your event a head start on spreading holiday cheer!
6. Do not Consider Traditional Days Only
Fridays and Saturdays in December come with a premium price tag. To save on costs and broaden your venue options, consider a Thursday evening or even a festive lunch event.
– Raj Somaiya, Event Planner and Founder at Silverfox Events
Choosing less busy days, like Tuesdays or Wednesdays, often means cheaper rates and less crowded venues.
You’ll enjoy more privacy without needing to book a private space, and venue managers and staff will have more time to dedicate to your event—without the pressure of juggling multiple bookings.
7. Do not Skip the Fine Print
Many venues have specific holiday policies. Be clear on what’s included, any minimum spend requirements, and cancellation policies.
– Raj Somaiya, Event Planner and Founder at Silverfox Events
Every venue has its own set of rules, from age requirements and alcohol restrictions to varying payment terms. Discuss all details upfront to avoid unforeseen expenses during your event.
Fortunately, Tagvenue takes the guesswork out of the process with transparent information on cancellation policies, venue rules, and pricing. So you’ll know exactly what to expect and can enjoy your event without any hidden hiccups!
💁🏽♀️You might like: What If I Need to Cancel My Venue Booking for My Event?
8. Not Planning for Weather Contingencies
If you’re considering a venue with outdoor elements, ensure a solid backup plan for inclement weather.
– Raj Somaiya, Event Planner and Founder at Silverfox Events
To keep your Christmas party from becoming a fiasco, especially for large gatherings, it’s wise to choose an indoor space. You want your party to be memorable for the right reasons—not for dodging raindrops or snowflakes!
9. Not Celebrating in January
It’s Christmas all year round when you know how to host a party! Some clients prefer to celebrate in January when prices are lower, and people’s schedules are less hectic. This can be a fantastic alternative to the December rush.
– Raj Somaiya, Event Planner and Founder at Silverfox Events
💁🏽♀️You may like: Office Christmas Party Planning: The Ultimate Guide
10. Do not Overlook Decorated Spaces
Jon Chen, Venue Manager at Pivotal Studios in Singapore, shares essential advice on securing the perfect venue for your event. His top tip highlights the importance of finding a venue that offers furniture configuration flexibility and the right decor.
Book a space that sets you up for the mood even before decorating.
– Jon Chen, Venue Manager at Pivotal Studios
Many Christmas venues come decked out with elaborate and intricate decorations for the festive season.
While you might be considering hiring an event decorator or tackling it yourself, Jon Chen warns that opting for cheaper rentals could end up costing more in the long run.
Consider venues offering well-configured furniture or affordable furniture rental options as an add-on. This way, you avoid overspending on delivery charges and additional decor.
For instance, spaces like Pivotal Studios provide chairs and other essential furniture at a lower price, sparing you the hassle of coordinating with external vendors.
Investing in a venue that already has a festive touch can set the perfect theme and ambiance, saving you from scrambling to create a holiday atmosphere from scratch.
A venue with built-in Christmas charm, such as one with elegant holiday decor and cozy furnishings, will naturally create the festive spirit and make your event feel special without the extra effort.
Grace Donovan, an experienced Event Coordinator at Square Fish Events—a lively, family-owned company known for its knack in connecting people and sparking excitement—shares some unique tips from the event planning world.
11. Do not Cater to Drinkers Only
It’s 2024, and in today’s society, not everyone is all about the booze. While an open bar is great, consider choosing a venue that offers additional activities for all your guests to enjoy. This way, those who want to drink can do so, while those who don’t have engaging alternatives. At previous events, we’ve set up a full arcade alongside other entertainment options, which has been a hit. It really brings out people’s competitive sides and gets them talking. Something for everyone!
– Grace Donovan, Event Coordinator, Square Fish Events
12. Do not Book a Venue that’s Too Big
Avoid choosing a venue that’s too big! When booking your Christmas party venue, keep the size of your party in mind. There’s nothing worse than walking into a vast room and feeling underwhelmed by the lack of people. A space that’s too large can discourage guests from hitting the dance floor, causing the atmosphere to take a dive. Booking a venue that fits your numbers guarantees guests will interact more and fully engage in the evening’s festivities.
– Grace Donovan, Event Coordinator, Square Fish Events
☃️Cheer, Warm Memories, and Happiness
“Christmas waves a magic wand over this world, and behold, everything is softer and more beautiful.” — Norman Vincent Peale
Start your venue search on Tagvenue now so you don’t miss out on the best Christmas offers.
Countless venue managers have told us people are already reaching out to them looking to book a Christmas Party.
Planning ahead means taking advantage of exclusive deals and securing a spot that suits your festive event.
The key to a memorable celebration is focusing on the people and the mood rather than getting caught up in the venue’s decor.
With the right venue sorted early, you’ll have more time to enjoy the company of your loved ones and create a warm, joyful atmosphere.
Happy Christmas planning!
Related articles
See all
