--- title: Tips for hosting a Christmas function at your hospitality venue description: Most of the people who hold an end of year function at your restaurant won't be event planners – they will need your help. 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However, most clients will not be full-time event planners and they will need your help.    ## **Be More Than Just An Empty Room** Your clientele may be unfamiliar with how to jazz up a room, how much money to put on the tab, how many finger sandwiches they’ll need for a group of 30. The first and simplest thing you need to do every time you get a function booking is: [ask](http://executivesecretary.com/getting-the-best-out-of-a-venue-its-all-about-communication). - Have you organized an end of year party before? - When will you have a final guest list? - Would you like us to account for any particular allergies or dietary requirements? - Would you prefer for us to handle the decorations? - Is this a *Christmas* party or an *end of year* party? - Will there be a Kris Kringle or end-of-year gifts, and if so, do you need us to supply anything? - How would you like us to handle the service of alcohol? Some of these are more important than others – you don’t want to be the venue that drapes a room in Father Christmases, only to find out later that you’re catering to a majority Jewish organization. Further, some companies may prefer to do a ticket system for drinks, so that staff are limited to one alcoholic beverage and two regular drinks. A system like this can be very tricky to pull together on the day, so be prepared for how your guests will want to manage their tab. ## **Be Prepared** Savvy event planners will start laying down their end-of-year schedule in May or June. How easy is it for a potential client to see details about functions at your venue? Can they download a menu or book online? If a customer calls, can the person who answers the phone give that client the name and email address of the staff member responsible for function enquiries? Keep an events diary in a place that’s accessible to all staff. Any staff member should be able to respond to basic enquiries like “Is your venue booked out on December 20?” ## **Be Honest** Honesty is always the best policy, but is [especially important for events](http://tweetwall.com/blog/five-significant-ethical-issue-event-industry). You don’t want your client finding out you’ve misrepresented your venue on the day of their celebration. If you present yourself as Martha Stewart, your clients will be expecting decorations and canapes from your wildest daydreams. If you’re able to deliver – go for it! Razzle dazzle everyone and send them out into the night hardly believing where they’ve been.  However, if decorations aren’t your venue’s strong point, then be upfront about it. Show the client the supplies you intend to use. Keep pictures of past functions, so they can see precisely what to expect. Honesty extends to other elements of the function: - Do you think they’ve ordered too much food? - Do you think the bar tab is too low? - Would you recommend making the event two hours, rather than four? - Does your insurance cover pot-luck/BYO dinners? When clients know you’ll deliver what was promised, and operate with the client’s best interests at heart, you’ll enhance your reputation and encourage repeat business. ## **Be Adventurous** Your client may have a theme in mind – winter wonderland, red and gold, Christmas movies – or you might suggest one. But themes aren’t the be all and end all of an event. Think of [playful ways to serve the food](https://meetingminds.cvent.com/events/venue-sourcing/choose-best-service-style-next-event): - Can you offer interactive stations, where people can decorate their own cupcakes or roll their own sushi? - Do you want to create a display of the food, with dishes of canapes on display, or would your client prefer roaming servers offer platters to guests? - Does your client simply love your restaurant and want to treat their staff to a fantastic sit-down meal? Ask your client how they want their event to unfold, and then do your best to meet those expectations.   **You Might Also Like** | ![Our 10 Favorite Cafe Promotions of 2016.png](https://blog.typsy.com/hs-fs/hubfs/Our%2010%20Favorite%20Cafe%20Promotions%20of%202016.png?width=202&height=115&name=Our%2010%20Favorite%20Cafe%20Promotions%20of%202016.png) [Our 10 Favorite Cafe Promotions of 2016](https://blog.typsy.com/our-ten-favorite-cafe-promotions-from-2016-so-far)  | [![7 Christmas Promotion Ideas Your Cafe Customers Will Love.png](https://blog.typsy.com/hs-fs/hubfs/7%20Christmas%20Promotion%20Ideas%20Your%20Cafe%20Customers%20Will%20Love.png?width=202&height=115&name=7%20Christmas%20Promotion%20Ideas%20Your%20Cafe%20Customers%20Will%20Love.png)](https://blog.typsy.com/7-christmas-promotion-ideas-your-cafe-customers-will-love) [7 Christmas Promotion Ideas Your Cafe Customers Will Love](https://blog.typsy.com/7-christmas-promotion-ideas-your-cafe-customers-will-love) | [![Create a Festive Christmas Menu.png](https://blog.typsy.com/hs-fs/hubfs/Blog_Images/Create%20a%20Festive%20Christmas%20Menu.png?width=202&height=115&name=Create%20a%20Festive%20Christmas%20Menu.png)](https://blog.typsy.com/how-to-create-a-festive-christmas-menu) [How To Create a Festive Christmas Menu](https://blog.typsy.com/how-to-create-a-festive-christmas-menu) | | --- | --- | --- | --- **Related Courses** | [![Personalizing the Customer Experience.png](https://blog.typsy.com/hs-fs/hubfs/Blog_Images/You_Might_Also_Like/Personalizing%20the%20Customer%20Experience.png?width=306&height=172&name=Personalizing%20the%20Customer%20Experience.png)](http://www.typsy.com/courses/personalize-customer-experience/) [How to Personalize the Customer Experience with Amanda Stevens](http://www.typsy.com/courses/personalize-customer-experience/) | [![Dealing with an intoxicated guest.png](https://blog.typsy.com/hs-fs/hubfs/Blog_Images/You_Might_Also_Like/Dealing%20with%20an%20intoxicated%20guest.png?width=306&height=172&name=Dealing%20with%20an%20intoxicated%20guest.png)](http://www.typsy.com/courses/deal-intoxicated-guests/) [How to Deal With an Intoxicated Guest with Mike Ganino](http://www.typsy.com/courses/deal-intoxicated-guests/) | | --- | --- | [Restaurants & Bars](https://blog.typsy.com/topic/restaurants-bars) [Team performance](https://blog.typsy.com/topic/team-performance) [Leadership & management](https://blog.typsy.com/topic/leadership-management) ## Similar posts Guest experience ### [7 awesome hospitality marketing campaigns of 2016](https://blog.typsy.com/7-awesome-hospitality-marketing-campaigns-of-2016) As the year comes to an end, we looked back at the hospitality businesses around the world that delivered unique and exciting marketing campaigns in... 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