Planning a big Christmas event?

Whether you’re organising Carols by Candlelight or a Christmas fair, here’s how to wow the crowds this festive season

Christmas lanterns for a carols by candlelight event

Organising a big event can be stressful at the best of times, let alone at Christmas when expectations are high and people’s availability is low.

Christmas events like Carols by Candlelight and Christmas fairs are a great way to bring communities together, but with calendars filled with parties, end-of-year concerts and other festivities, you have to work extra hard to get people to attend.

Thankfully, there are plenty of ways you can make sure your Christmas event is not to be missed. Here are a few tips to get you started.

Don’t wait until Santa Claus is on his way

When it comes to organising big events, timing is everything, and it’s never too early to start thinking about Christmas.

Not only is it a busy time for your potential guests, but also for performers and other service providers, and preparing early will help ensure you don’t miss out.

When setting your date, check whether it will clash with other events. To avoid this, consider holding your event in November to beat the Christmas rush, or, for an evening event like Carols by Candlelight, you could even hold it on a weeknight when people tend to have less on.

When you're organising #events, timing is everything & it’s never too early to start thinking about #Christmas. Click To Tweet

Spend your Christmas cash wisely

While many Christmas events are held as fundraisers, you have to spend money to make money, and the way you allocate your budget could be the difference between hosting a Christmas cracker or a fizzer.

A good place to start is to consider which items will give you the most bang for your buck.

For example, for a Carols by Candlelight event, spending more on a well-known performer may draw larger crowds, while for a Christmas fair, attractions like rides could be a worthwhile investment.

Whatever your priorities are, you’ll need to make sure you have enough cash. This may involve charging an entry fee, or, if you’re putting on a free event, seeking revenue from attractions. Sponsors are also a good way to boost your budget.

Lock in a jolly location

Parks and local sporting grounds are perfect for big events such as Carols by Candlelight, but, as with most things when it comes to Christmas, you’ll need to stake your claim as early as possible to avoid missing out.

When choosing a location, make sure it has plenty of parking or access to public transport as this will impact your crowd numbers, especially during the silly season when cabs can be hard to come by.

When organising an event like Carols by Candlelight, an outdoor stage is a must-have, and a tent or marquee is a great option to protect your performers and sound equipment and provide a focal point for the festivities.

The material of the tent skins in our Regal range is the thickest on the market, which helps to retain sound and will create amazing acoustics for your Christmas carols.

Create a fun, festive atmosphere

When it comes to Christmas events, it’s all about providing family-friendly entertainment and creating a fun, festive atmosphere that will have the kids begging to be there!

While Christmas lights and decorations, festive food and drinks and a visit from Santa are a given, attractions like a jumping castle, Christmas parade or fireworks finale are guaranteed crowd pleasers that will ensure your event is not to be missed.

Of course, for a Carols by Candlelight event, the songs will be the star of the show, so make sure you’ve lined up some quality performers.

You’ll also need to organise an MC, and don’t forget the candles – battery operated candles are a safe option that will provide a magical atmosphere for your guests.

Create a fun atmosphere for your event

Spread the cheer!

Once the logistics of your event are in place, it’s time to let people know about it!

At this busy time of year, the more exposure your event receives the better, so make sure you promote it in your local newspaper, on social media and on street signs, and ask your sponsors to promote it too.

As well as the time and place, let people know to bring a rug or a chair – and their best singing voices.

Organising Carols by Candlelight or a #Christmas fair? Here’s how to wow the crowds this festive season #events Click To Tweet

In summary

When it comes to planning big Christmas events, timing is everything, and it’s never too early to get prepared.

By locking in your date and location early, spending your money wisely, creating a fun, festive vibe, and spreading the word, your event is guaranteed to be a cracker.

On the day, make sure you take the time to soak up the atmosphere and enjoy your achievement. It won’t be long before it’s time to plan the next one!

How about you?

What do you enjoy most about Christmas events?

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