Holiday Party Logistics and Coordination

Coordinating events as an EA isn’t just about logistics — it’s about creating an experience that reflects leadership and drives impact. I built this EA Event Coordination Checklist to keep myself sane during high-stakes events. From budget to vendor contracts, travel plans to thank-you notes — every detail matters. Curious: what’s the one thing YOU never forget when planning an event? Checklist: (Because flawless events don’t just happen — they’re planned.) 1. Pre-Event Planning - Define the objective: What does success look like for leadership? - Secure budget approval and track expenses. - Select venue (with backup options). - Confirm date/time with all key stakeholders. - Draft initial agenda and timeline. 2. Logistics & Vendors - Book catering (confirm dietary restrictions). - Arrange audio/visual needs + run tech checks. - Secure hotel blocks/transportation for guests. - Review contracts (hidden fees, cancellation terms). - Build contingency plans (weather, tech, travel delays). 3. Communication & Guests - Send invitations and track RSVPs. - Provide travel info, hotel details, and contact numbers. - Prepare executive briefing: attendees, bios, talking points. - Assign roles/responsibilities for on-site support. 4. On-Site Execution - Arrive early for setup and final walkthrough. - Test microphones, projectors, video conferencing. - Ensure signage, seating, and registration are ready. - Keep copies of agenda, attendee list, and emergency contacts. - Handle last-minute changes calmly and invisibly. 5. Post-Event Follow-Up - Send thank-you notes and/or post-event surveys. - Share key takeaways and next steps with leadership. - Reconcile budget and vendor payments. - Document lessons learned for next time. ✨ Pro Tip: Always plan for what could go wrong — if nothing does, you’ve just earned peace of mind. #ExecutiveAssistant #EventPlanning #LeadershipSupport

Have you ever had to fire someone after a company holiday party? If you have, or if you’ve ever seen something crazy happen at one, perhaps you’ve wondered what can be done to prevent such incidents. Here are my recommendations as an HR / Employee Relations professional with over 12 years (and many holiday parties) of experience. -Set Clear Behavioral Expectations: Remind employees that the event is a workplace-sponsored gathering and professional behavior is expected. Send out comms in advance to remind people of this, and reinforce with managers the importance of setting good examples and addressing any issues. -Monitor Alcohol Consumption: If you’re serving alcohol, limit open bars, provide drink tickets, and ensure there are non-alcoholic options. Consider hiring professional bartenders who are trained to manage responsible serving, and offer ride-share services or expense reimbursements. Also, not everyone drinks, and please be mindful of folks in recovery. -Be Inclusive: Opt for a winter celebration or year-end gathering rather than focusing on specific holidays or religious events. Engage a diverse committee of employees in the planning process. Also, be sure to offer diverse food options and include vegetarian, vegan, and gluten/dairy-free dishes to accommodate different dietary needs. -Remote Employees: Offer a virtual participation option or host a special event for your remote workforce. Not only are virtual events less expensive, they also help foster a stronger culture for all your folks, regardless of location. -Recognition: Celebrate accomplishments and express appreciation for contributions in a way that is meaningful to everyone. Don’t just focus on the top sales people of the year; remember your support staff in IT, Finance, and HR. -Address Issues Immediately: Someone getting too tipsy? Get them a ride home (no, don’t drive them yourself). Receive a complaint during or after the event? Promptly investigate it, or even better, hire me to do it. Your organization should have a zero-tolerance policy for any type of inappropriate behavior. Holiday parties are fun, and good planning goes a long way to prevent issues, so if you need guidance or support (either prior to or after an event), reach out to me.

Celebrating holidays in a global company is no simple task—but we’ve found a few things that work. When we had 300 employees in 5 countries, holiday parties were straightforward. At 2,000+ employees across 57 countries? That's a different story. Some of the challenges: -Solo employees with no local team -Time zones making 'all-company' events impossible -Different cultural expectations by region -Varying holiday significance by location A couple things that work for us: 🎉 Empowering local teams to celebrate their way We trust local teams to create meaningful celebrations that work for their culture and context—and allocate budget accordingly. Smaller groups might organize a holiday lunch. Larger offices might host an in-office party. 🎉 Rethinking virtual celebrations Virtual parties worked during COVID because they were our only option—now they can feel like a compromise. We’ve worked to rethink the virtual party by including interactive elements like quizzes and games. We’ve also featured fireside chats with local leaders. Still, I’d love more ideas. What's your best tip for holiday celebrations in a global company? #HR #humanresources #globalHR #holidays