‘TIS THE SEASON TO CELEBRATE
Tips, Trends, and Tools for Planning the Perfect Corporate Holiday Celebration in NYC.
TABLE OF CONTENTS
Welcome to your essential guide to planning a corporate holiday celebration in New York City, a comprehensive resource designed to help you create unforgettable events. Whether you ’ re envisioning an intimate gathering or a grand corporate gala, this guide provides expert insights, insider tips, and practical advice to navigate the complexities of event planning in the bustling heart of NYC
From selecting the perfect venue that aligns with your vision and budget, to choosing the right theme and decor to set the mood, and mastering the art of vendor selection to ensure a seamless celebration, every page of this guide is packed with valuable information. We also dive into the latest trends in food and beverage, and the impact of creative activations and entertainment.
Interviews with industry leaders like Executive Chef Kevin Arbuckle from the New York Marriott Marquis and renowned florist Nic Faitos from Starbright Floral Designs offer exclusive insights into making your event truly spectacular Whether you are a seasoned planner or organizing your first corporate event, this guide serves as your go-to resource, ensuring your holiday celebration is not just successful but extraordinary
2024 HOLIDAY TRENDS
Trend #1
ECO FRIENDLY CELEBRATIONS
Eco-friendly celebrations are gaining momentum as people become more environmentally conscious. These events feature sustainable decorations made from recycled materials, reusable tableware, and energy-efficient lighting. Hosts are opting for zerowaste parties, where every aspect of the event is designed to minimize waste Locally sourced, organic meals are replacing traditional feasts, reducing the carbon footprint associated with food transportation By incorporating eco-friendly practices, these celebrations not only honor the holiday spirit but also contribute to a healthier planet
Trend #2
INTERACTIVE STATIONS
Interactive culinary activities are becoming a highlight of holiday events, fostering creativity and engagement among guests Buildyour-own gingerbread house stations and gourmet hot chocolate bars allow attendees to personalize their treats and enjoy hands-on fun Cooking demonstrations and collaborative baking sessions are also popular, turning the preparation of holiday meals into a communal and enjoyable experience These activities not only provide delicious results but also create lasting memories and bring people together through the joy of food.
Trend #3
RETRO REVIVAL
In 2024, holiday events are poised to embrace a nostalgic charm with a surge in retro-inspired themes This trend will see gatherings transformed into vintage wonderlands, where classic holiday decor, throwback music, and timeless traditions take center stage From mid-century modern Christmas ornaments to retro holiday playlists featuring the golden hits of yesteryears, these events will evoke a sense of warmth and familiarity Attendees will delight in the simplicity and charm of the past, as everything old becomes new again Retro-themed holiday events will not only celebrate the festive season but also create a bridge between generations, bringing back cherished memories while crafting new ones in a setting that honors the beauty of bygone eras
FESTIVE FUNDAMENTALS OF EVENT PLANNING
BUDGET
When planning a holiday event, establishing a realistic budget is the foundation upon which all other decisions will rest Start by identifying all potential expenses, including venue, food and beverage, entertainment, decor and any additional services like photography or special guest accommodations. Allocate funds based on priority, ensuring that essential elements are well-funded while leaving room for unexpected costs
Transparency with vendors about your budget can also help in negotiating prices and packages Additionally, consider the value of investment in certain areas that can enhance the guest experience significantly, such as technology integrations or unique entertainment options, ensuring these align with the event's objectives and audience expectations
VENUE SELECTION
Choosing the right venue is crucial as it sets the tone for the entire event. Look for venues that are highly customizable, allowing them to serve as a "blank canvas " for your vision Consider the layout of the space and its flexibility for different setups, like seating arrangements, entertainment stages, and dining areas
Accessibility for deliveries and vendor setup should also be factored in It’s wise to visit potential venues in person to gauge their suitability and to discuss customization options
LOCATION & ACCESSIBILITY
The location of your holiday event plays a significant role in attendance and overall guest satisfaction Select a venue that is easily accessible by public transportation and has ample parking if needed. This is especially important in big cities where traffic and travel time can affect turnout.
Consider the proximity to major highways, airports, and public transport hubs Additionally, ensure the venue is accessible for guests with disabilities, providing ramps, elevators, and accessible restrooms A centrally located venue can also enhance the appeal of your event, making it a convenient and attractive option for guests
ONSITE SUPPORT
Effective onsite support can make or break an event This includes everything from front-of-house activities like guest check-in and coat check to behind-the-scenes operations such as catering services and technical support Ensure that the venue staff are well-informed about the event specifics and are capable of handling any issues that might arise.
For larger events, consider hiring additional staff or a professional event coordinator to oversee operations They can manage logistics, coordinate with vendors, and ensure that the event runs smoothly Good onsite support not only ensures a seamless experience for attendees but also allows you to focus more on engaging with guests and enjoying the event.
FOOD AND BEVERAGE
2024 Trends from Executive Chef, Kevin Arbuckle.
What are some of the most exciting food trends you ' ve incorporated into our event menus this year?
Chef Arbuckle: “We are featuring a diverse selection of ethnic cuisines, utilizing fresh, local farm ingredients Our simplified menu approach highlights the natural flavors of each ingredient, letting the food be the star "
Can you share your experiences with integrating local and seasonal ingredients into your dishes?
Chef Arbuckle: “We participate in a program with our produce supplier that automatically sources products from local farmers whenever available This ensures we consistently support local agriculture and offer fresh, locally-sourced ingredients year-round."
Beverages are a big part of any event. What trends are you seeing in 2024 that are reshaping our beverage offerings?
Chef Arbuckle: “We are reinventing classic cocktails by incorporating fresh herbs, citrus, and syrups for enhanced flavors. Additionally, we are meeting the growing demand for curated non-alcoholic beverages.”
Sustainability is a growing concern globally. How are you addressing this in your kitchen and menu designs?
Chef Arbuckle: “It's essential for a company or organization to prioritize ethical practices Sustainable and farm-raised sourcing is the initial step Additionally, incorporating more vegetable and plant-based items, utilizing less popular cuts of meat, and taking measures to reduce our carbon footprint are key strategies in our commitment to sustainability “
Looking forward, what new ideas or initiatives can our guests expect to see this year?
Chef Arbuckle: "Guests can look forward to bold flavors in simple dishes, ensuring a delightful culinary experience Additionally, interactive food stations will engage guests, allowing them to participate in the culinary process and enjoy freshly prepared dishes "
Chef Kevin Arbuckle is the Senior Director of Culinary at the New York Marriott Marquis His leadership and innovation in culinary presentation, along with his ability to balance foods and flavors, have established the venue as a premier destination for corporate events, galas, tourism, and visitors yearround
INTERACTIVE ELEMENTS AND ENTERTAINMENT
from immersive art installations that guests can participate in, to interactive technology stations like VR experiences that reflect the event’s theme. Tailoring these activations to encourage interaction not only sparks conversation among attendees but also enhances their overall experience, making the event more impactful and enjoyable.
ENTERTAINMENT
Choosing the right entertainment is crucial for setting the tone and energy of any event From live bands and DJs to performance artists like magicians and aerialists, the options are vast The key is to match the entertainment style to the event’s atmosphere and audience preferences Incorporating unexpected forms of entertainment can surprise and delight guests, ensuring they leave with a lasting impression of a well-curated experience
PHOTO WORTHY MOMENTS
Designing unique, visually appealing photo spots, such as themed photo booths, interactive backdrops, or even using augmented reality features, can significantly enhance guest engagement
GUEST ENGAGEMENT ACTIVITIES
Creating an engaging event atmosphere goes beyond passive entertainment by incorporating activities that actively involve the attendees Think along the lines of hands-on workshops, interactive games, or themed contests that encourage participation and camaraderie among guests For example, you could set up a mixology class where guests learn to make their own cocktails, or a scavenger hunt that explores the event space and features These activities not only entertain but also foster networking and create a more memorable event experience by making guests feel like an integral part of the festivities
VENDOR SELECTION
Selecting the right vendors is vital to your event's success Start by aligning potential vendors with your core needs and event vision
Ensure they have a solid reputation and check past client reviews Prioritize vendors who share your values, like sustainability, and can contribute creatively
Effective communication and flexible contract terms are crucial for smooth execution. Choose partners who understand your goals and can help create an unforgettable experience. Below, you'll find a curated list of our trusted vendors each vetted and proven to deliver exceptional service. This resource is designed to save you time and help streamline your planning process.
CHECK OUT OUR LIST OF TRUSTED EVENT PARTNERS.
AUDIO VISUAL
CARLSON AUDIO VISUAL
Lisa Guiles
lisa guiles@carlsonav com
212 704 8915
www carlsonav com
ENTERTAINMENT
BROADWAY PLUS
Corey Steinfast
corey@broadwayplus com
646 838 0749 Ext 120
www.broadwayplus.com
LIVE LIFE IN 360
Dimitrios Kondilis
contact@livelifein360.com
718.514.4362
www.livelifein360.com
NATIONAL SANTA ™
Tim Connaghan
santa@nationalsanta com 631 871 4901
www nationalsanta com
ENTERTAINMENT CONTINUED
PREMIERE VIBES
Christina Monforte
christina@premierevibes com 732 991 0453
www premierevibes com
PZAZZ PRODUCTIONS
Anita Krauss
anita@pzazz net 201 406 4771
www pzazzproductions com
FLORAL DESIGN
STARBRIGHT FLORAL DESIGN
Nic Faitos
nic@starbrightnyc com 212 229 2617
www starbrightnyc com
LINEN RENTALS
CLOTH CONNECTION
Michael Davis
mdavis@clothconnection com
845 426 3500
PHOTOGRAPHY & VIDEOGRAPHY
SMART MOUTH PRODUCTIONS
Ben Yannette smartmouthprod@gmail com
561 512 7883
www smartmouthnyc com
www clothconnection com
CHOOSING THE RIGHT THEME AND DECOR
Choosing the right theme and decor is essential in setting the tone and atmosphere for any event, transforming sometimes ordinary spaces into captivating environments that resonate with guests To gain deeper insight we ’ ve turned to Nic Faitos of Starbright Floral Design, a familyowned florist in the heart of NYC!
higher budget, The Flower Bar can become a floral design class With one-on-one instruction and design tips, the guests get to go home with a vase of flowers that they created and some insider tips and knowledge on how to make the next one on their own What is great about these programs is that they also cut costs Swag and favors that do not evoke feelings and emotions can be substituted with flowers A fun and very memorable experience.”
In terms of sustainability, how do you incorporate eco-friendly practices into your event decor?
Nic Faitos: “Wherever possible we use sustainable materials that do not harm the environment and are biodegradable. We source as many flowers as possible from local farms and we try to use in-season flowers that do not have to travel great distances Part of this plan is to try to give our flowers a second life after an event We donate our centerpieces (if we can go back to collect them after an event) to the Ronald McDonald House in Manhattan, or to any charity that our client chooses In addition we try to collect as much of our glassware back as possible By reusing the vases for second and third events, we are able to reduce the cost to our clients and our carbon foot print as cases of new vases must travel across the Pacific Ocean to get to our store. We believe that we have cut our dependence on glassware by one-third simply by using this repurposing method ”
What advice would you give to someone looking to make a strong impact with their event theming and decor on a limited budget?
What are the key trends in event theming and decor for this year? How do you incorporate these trends into your designs?
Nic Faitos: “In just a few words: fun, fabulous and interactive. The designs we are seeing this year are bright and colorful They evoke a mood of fun and excitement, without being loud or flashy The key element is interactivity We are seeing a lot of events where the host/sponsor/client wants to create participatory environments. The guests almost become one with the décor.”
How do you ensure your designs not only look good but are functional and enhance the guest experience?
Nic Faitos: “Interactive is key to a successful event. In the last year we have rolled out our Signature Flower Bar. We bring the flower shop to the venue! Guests can indulge by selecting their favorite flowers and colors as they make their bouquet A professional design team is on hand to ensure a pristine presentation and wrapping For those with a slightly
Nic Faitos: “Elegant and impactful does not have to be expensive. In fact, there are many instances where clients have overthought the décor and created displays that are simply unattractive fails Where budgets are tight, we all want the highest value proposition at the lowest possible expense; thoughtfulness and creativity will save the day. Can you play off the theme of the event? The colors? What elements can be brought in that are either less labor intensive or lower cost hardware?”
Looking ahead, what new design concepts or ideas are you excited to explore in upcoming projects?
Nic Faitos: “We are on a constant lookout to elevate interactivity to a whole new level How far can we stretch our minds to create events that are memorable, involve the guests, and create impact Generally, when working with brands, the client is looking for that one thing that the guests have not seen before and will create a memory that is forever tied to the brand Photo moments that go beyond the flower wall, educational mini-seminars on flowers, creatively using the client’s everyday elements (bottles, packaging, logo, etc ) to enhance the décor experience ”
Let us help you bring your holiday celebration to life at the New York Marriott Marquis.
Diverse food & beverage experiences. Expert Event Planning Team and onsite event support.
Trusted vendor partners.
Ballrooms and event spaces suited for up to 2,000 guests.
Easily accessible and conveniently located to all major transit hubs.
Turnkey event solutions with a savvy team to help make your event a success.
RESOURCES AND FREEBIES
CORPORATE HOLIDAY CELEBRATION PLANNING CHECKLIST
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HOLIDAY INVITATION INSPIRATION
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