Six ways to keep your events cool in winter

After the year that was 2020, we all collectively breathed a sigh of relief when events started to return over the summer of 2021. That breath was short though, as our everyday vocabulary was bombarded with more Latin which started to affect winter plans. While no lockdown was called, it was clear people started to get (understandably) nervous and events were postponed or cancelled as no one wanted their office to be the Grinch that stole Christmas.

Now we’re in ‘22, what have we learned? What can we do to minimise risk when planning our events? We take a look at how you can maximise the success and viability of your winter events under the umbrella of a pandemic.

Have a summer party instead

We’re not just being flippant here, summer events and festivals are more than just a trend, they’re here to stay. Good weather (most of the time), outdoor venues, and hopefully, low risk of transmission means that moving your annual get-together to the summer months gives you more freedom and options than ever before. You may not be tied to the venue's seasonal menu, there’s a lot more choice regarding activities, and y’know, sometimes the sun just brings out the best in everyone!

Plan early

OK, you’re ignoring our advice on a summer event and you’re moving forward with your winter party so, please, start planning early. That’s not to mean just start planning in March (although some may want to do that) but also consider having your event earlier than usual, perhaps mid-November/ early December. In our 2021 experience, most of the events planned at this time still went ahead while the ones scheduled for mid-late December were sadly postponed. So getting in early gives you more chance of success. Do remember that everyone may be feeling this way, so if you want to guarantee your ideal date, get it on your radar sooner rather than later.

Keep your eye on the news

Knowing what’s going on in the world, no matter how depressing it may be, is pretty vital right now. Listen out for reports on new strains and concerns to see if you need to consider postponing the event or at least flag to the higher-ups.

Synergise with office morale

While the government may push forward and say that parties and events can happen, it doesn’t always mean that they should. You’re throwing the event for your staff but what happens if they aren’t comfortable going? Keeping an ear to the ground and knowing what morale is like within the office is vital to not just a healthy event, but a healthy team too... in all senses of the word! Whether it’s through team meetings, watercooler moments, or a simple poll, finding the emotions within the office can save you time, money, and help construct something perfect for your team's needs.

If you have a large workforce, you may want to consider breaking up into small groups to keep numbers at a manageable level and then get everyone together for an aforementioned summer event.

Find the right venue for your needs

You’ve got the team on board, and you have the perfect date in mind, but do you have the right venue? The first thing to do is check out what their covid cancellation/ postponement policy is and keep it in mind. If you need to postpone, what advance notice do they need? Is there a time limit of how long you can postpone for? Two years into this, it should all be pretty straightforward but always good to know your options.

Check if the venue has any indoor provisions (air purifiers) for those feeling uncomfortable being inside, or what outdoor areas they have and would they be suitable for your event (covered, heaters, spaced-out furniture, etc).

If you have to take on board the worst, please do consider postponing rather than cancelling. The hospitality industry, while adapting as much as it can, is suffering immensely at the moment and needs support. Giving them enough notice for your postponement will ultimately help them (and you) save food wastage, staffing, and other costs associated with your event.

The contingency

Having a plan B and even C not only improves peace of mind for you and your team but provides reassurance to all parties involved, from your suppliers to your venue.

Contingencies can be anything from the aforementioned postponement to moving things online for an alternative virtual event. In the worst case where you may have to pay for food ordered, can it be donated to a local homeless shelter or charity? Or can drinks bought for the office be stored for future use?

We all hope that events will move forward uninterrupted but it may well be a long while before the C-word isn’t considered within the planning but having a contingency in place will allow you to react quickly, appropriately, and as cost-effectively as possible.

As we move forward living in a world where Covid exists, we do hope that with each passing year, there will be less and less need for this blog, but it’s here, as are we, to help you make your team events as seamless and as successful as possible. Let’s talk.