Free Holiday Event Proposal Template

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Free Holiday Event Proposal Template

Holiday Event Proposal

Spark Solutions LLC
Holiday Event Proposal

1. Event Overview

  • Event Name: Spark Solutions Winter Wonderland Gala

  • Event Date: December 15, 2055

  • Event Time: 6:00 PM - 11:00 PM

  • Event Location: Grand Horizon Ballroom, 1234 Park Avenue, New York, NY

  • Target Audience: Employees, Family Members, Key Clients, and Community Partners

  • Event Purpose: Celebrate the holiday season, express gratitude to our employees for their hard work, and foster team unity in a festive environment.

2. Event Objectives

  • Enhance employee morale and show appreciation by hosting a memorable holiday celebration.

  • Strengthen connections among employees, families, and community partners.

  • Reinforce company culture and values by recognizing employee achievements and team contributions.

3. Event Theme

  • Theme Description: Winter Wonderland – A night of elegance featuring snowy decorations, silver and blue hues, and a magical winter ambiance.

  • Dress Code: Formal or festive attire, with optional holiday-themed accessories.

4. Event Program and Activities

  • 6:00 PM - 7:00 PM: Opening Reception
    Welcome drinks and light appetizers are served in the reception area, with live acoustic music in the background.

  • 7:00 PM - 8:30 PM: Dinner Service
    A three-course dinner with seasonal favorites, including roast turkey, vegetarian risotto, and holiday desserts.

  • 8:30 PM - 9:30 PM: Awards and Recognition
    Presentation of Employee of the Year, Team Achievement Awards, and recognition of work anniversaries.

  • 9:30 PM - 10:30 PM: Entertainment
    Live band performance followed by a DJ for dancing, holiday karaoke, and a photo booth with festive props.

  • 10:30 PM - 11:00 PM: Closing Remarks and Farewell
    Brief closing remarks from the CEO, along with a raffle draw for holiday prizes and gift bags for attendees.

5. Budget Estimate

  • Venue Rental: $3,500

  • Catering and Refreshments: $8,000

  • Entertainment (Band and DJ): $2,000

  • Decorations (Winter Wonderland theme): $1,500

  • Audio/Visual Equipment: $1,000

  • Photography and Photo Booth: $800

  • Miscellaneous Costs (Prizes, gift bags): $1,200

  • Total Budget: $18,000

6. Venue and Logistics

  • Venue Capacity: 150 Guests

  • Parking and Transportation: Free on-site parking for attendees and a designated shuttle service from the company headquarters.

  • Setup and Breakdown Schedule:

    • Setup: December 15, 2024, 9:00 AM - 5:00 PM

    • Event Time: December 15, 2024, 6:00 PM - 11:00 PM

    • Breakdown: December 16, 2024, 8:00 AM - 12:00 PM

7. Marketing and Promotion Plan

  • Promotion Channels:

    • Email invitations to all employees and clients.

    • Announcements in the company’s internal newsletter and social media channels.

    • Event posters are displayed in the office common areas.

  • Promotional Materials:

    • Digital invitation cards designed with the Winter Wonderland theme.

    • Event web page for RSVP and further details.

    • Printed event agenda and program booklets.

8. Health and Safety Plan

  • COVID-19 Guidelines:

    • Hand sanitizers were placed at the entrance and dining areas.

    • Masks and gloves are provided for catering staff.

  • Emergency Exits and Procedures:

    • Venue staff will guide guests to exits in case of an emergency.

  • On-Site Medical Assistance:

    • A first-aid station with basic medical supplies available for any emergencies.

9. Staffing and Volunteer Needs

  • Event Coordinators:

    • Lead Event Planner: Sarah James

    • Logistics Coordinator: Tom Lane

    • Catering Manager: Lily Chen

    • Entertainment Liaison: Dave Rodriguez

  • Volunteers:

    • 6 volunteers to assist with guest check-in, directing guests, and setting up activities.

  • Security Personnel:

    • 2 security staff members on-site to oversee guest safety and manage crowd control.

10. Sponsorship Opportunities

  1. Sponsorship Packages:

    • Gold Sponsorship ($5,000): Banner at the event, logo placement in all materials, 4 VIP tickets.

    • Silver Sponsorship ($2,500): Logo placement in program and website, 2 VIP tickets.

    • Bronze Sponsorship ($1,000): Logo placement in the program and website.

  2. Sponsor Recognition:

    • Sponsors’ logos are featured on invitations, the event program, and the company website. Special mentions during the CEO’s closing remarks.

11. Event Evaluation and Follow-Up

  1. Feedback Collection:

    • A post-event survey was sent to all attendees via email to assess satisfaction with different aspects of the event (food, entertainment, venue).

  2. Post-Event Review:

    • Team meeting to discuss attendee feedback, overall budget performance, and suggestions for improvements for future events.

Prepared by:

[Your Name]

Event Planner
Date: October 1, 2055

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