The 8 Elements Your Holiday Event Actually Needs
It’s holiday even season - here are the 8-steps that make your event one to remember
The 8 Elements Your Holiday Event Actually Needs
(And the sneaky places details tend to fall apart)
When you walk into a holiday event, what’s the first thing you notice?
The decor?
The energy in the room?
The line at the bar?
The hosts who look like they’ve had one too many coffees?
Holiday event planning is… a whole thing.
And if you’re part of the planning team — or, let’s be honest, you ARE the planning team — you already know that the final weeks are where the pressure really hits.
Catering quantities get locked.
Seating charts get messy.
Name tags, guest lists, signage, and gifts all need confirming.
People “just have one more suggestion.”
And somehow… everything becomes urgent right now.
So let’s simplify.
There are 8 core elements that every successful holiday event needs. Not 47. Not “everything Pinterest has to offer.” Just eight. And when these eight are solid, the event feels polished, intentional, and calm, even behind the scenes.
1. Theme: The reason everything looks and feels like it belongs together.
Your theme is the glue. Whether that’s “classic holiday elegance,” “cozy winter cabin,” or “we had a killer year,” it sets the tone.
Why it matters:
It creates cohesion and reduces decision fatigue. If it doesn’t fit the theme, it’s a no. An likely half your to-do list just disappeared.
2. Goal: What You Want People to Feel or Remember
Every event has a purpose. Celebration. Appreciation. Connection. Culture-building.
If your leadership team isn’t aligned on the goal, you’ll end up with six conflicting opinions and a chaotic agenda.
Why it matters:
It shapes the emotional takeaway and tells you what deserves attention vs. what’s fluff.
3. Audience: Who You’re Designing For
Different audiences, different needs.
Are these employees? Their partners? VIP clients? A mix of groups who may not know each other?
Why it matters:
When you design for the right people, the event feels personal instead of generic.
4. Budget: Spend With Intention (Not Panic)
Holiday events come with sneaky costs:
Holiday premiums.
Food & beverage minimums.
Rush fees if you’re ordering late.
AV surprises.
Decor that looks small in the venue but big on your credit card.
Why it matters:
A clear budget prevents “Wait… how much did we spend?!” moments.
Pro tip: always save a minimum 10% budget buffer for the unexpected or last minute issues.
5. Roles: Who’s Doing What (Really)
This is where events either flow… or implode.
You need clear owners for logistics, comms, AV, setup, hospitality, crisis-handling — all of it.
Why it matters:
If everyone owns everything, no one owns anything.
6. Stakeholders: Who Signs Off and Who Just Thinks They Should
Bless them.
Stakeholders mean well.
But unclear decision-making leads to last-minute chaos.
Why it matters:
Knowing who approves what prevents delays, surprises, and “can we just change this one thing…”
7. Communication: Before, During & After
The #1 reason guests feel confused?
Communication was an afterthought.
Think:
Save-the-dates
Invites
Reminders
Day-of instructions
Post-event thank-yous
Why it matters:
Clear communication creates smooth flow and instills confidence in your guests.
8. Location: Your Experience Container
Even the most beautiful venue can work against you if the layout is wrong for your flow.
Look at:
Entrance
Seating
Bar placement
Accessibility
Foot traffic
Where congestion will naturally build
Why it matters:
The space shapes comfort, atmosphere, and ease, and when matched with decor, ideally flows seamlessly with your theme..
So… How’s Your Event Looking?
If you’re reading through these thinking:
“We’re mostly good… I think… but what haven’t we thought of?”
You’re not alone — that’s every event planner in the last two weeks before an event.
And this is exactly why I’m hosting:
The Holiday Event Tune-Up (Free Training)
A one-hour, walk-through-together session to strengthen your event, avoid costly mistakes, and make sure nothing falls through the cracks.
We’ll go through these 8 essentials together — the polished, practical version from the checklist — and I’ll help you identify:
→ what’s already strong
→ what’s missing
→ what could cause problems
→ how to adjust now (while there's still time)
You’ll get the checklist, the recording, and the clarity you need to walk in feeling prepared, not panicked.
Join me this Thursday at noon MST — or register to get the replay if you’re double-booked, putting out fires, or simply doing your day job.
Your event deserves confidence — and so do you. Let’s tune it up.
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