Free 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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