Hey, everyone. Welcome to another HeadBox webinar. Absolutely buzzing to have you all here today. We're diving into the exciting world of planning, prepping, and rocking the Christmas party season in the event world.

Now, regular webinar attendees here may notice I'm not in my usual spot. We've had a bit of a glow up. For the first time we're filming at Flint's social studio in Hoxton. Our event sales webinar series is designed to help you up your game, and that's exactly what we're doing too. We're now working with Flint's social to majorly upgrade our production game just in time for Christmas. So big shout out to Flint Social and let us know what you think of the new setup.

Think about it. Chris' parties. They're like the grand finale of the event year. The Glitz, the glam, the festive cheer. It's all in there and personally I can't wait.

Now let's talk real talk. If you work in events, you know you can't just roll into December hoping for the best. Now if you gotta gear up, big time. These next couple of months are make or break in any venue's calendar.

Being prepped for the Christmas party season is like having the best party playlist It sets the tone and makes sure everyone wants to get involved. Today, we're talking trends, we're talking tips, we're talking all the secrets that will make this Christmas party season a total show stopper. It's not just about event planning, it's about bringing that Christmas sparkle. I have two industry experts for me today.

Shared and Roberts, Head of Events at HeadBox, and Twilio Campanali, Head of Talent at Land Canvas Entertainment.

Now before we get started, as usual, we love seeing your posts and photos on socials. So snap a pic and let us know where you're dialing in from, drop a question, a comment in the chat box, Our team is on hand to get back to you.

Perfect. So to get kicked off to, with this guys, let's dive into our first topic. Christmas party trends for twenty twenty three. Sharon, let's start with you.

Can you tell us about the first trend for Christmas parties in twenty twenty three, challenging the status quo? Hey, Ollie. Absolutely. So challenging

Topic 1: Christmas party trends

the status quo is going to be a big trend for twenty twenty three.

For some clients, it's going to be the first Christmas party that they do out of COVID, for others, it might not be the first, but it might be the biggest, so we really want to challenge old traditions.

So themes like Winter One Land, for example, might have been an old favorite, but trying to switch it up this year, trying to think about something new, creating something a bit different. So maybe exploring themes such as Santa's workshop or maybe a cosmopolitan Christmas and throwing a bit of sparkle of just like that to your party to create that unique twist Excellent.

So Twilio, whilst we've seen budgets return to pre COVID levels, the price of everything has also gone up. So as a result, we're seeing that clients are wanting more for their money.

They're looking to do more with less. So if you could tell us a little bit more about that trend of doing more with less, while still being creative, especially when it comes to incorporating new performers. Yeah. It's a great question, Ollie.

I think, yeah, it's a good point doing more with less is for us is all about resourcefulness. I think to stay creative when within your budget, you can consider maybe using local talent or emerging artists that offer unique experiences and potentially at a lower cost. So for example, if we're working in different areas of the country, we'll always try and use our artists that are based in similar areas. So that we're reducing travel costs and travel times, etcetera.

But also think outside the box, maybe incorporate interactive elements like strolling magicians, live artists, who can both entertain and engage your guests. And then maybe if your if your venue has multiple spaces and you've got multiple events going on at the same time, entertainment can work through each room at different times. I think this is a great option for bringing down costs.

We've done this at places like tobacco dock over the last few years. So we'll have concurrently different events going on where we'll try and use the same act one after another and offer that same act to the different clients whose events are happening on the same evening. Just so again, we're reducing travel costs, and also potentially bringing the cost down for the client on that front because they can spread that cost amongst them. Thank you, too, there.

Now you mentioned, well, moving on to the next trend, you mentioned that, a big trend is, a mass event statement. Can you kind of share some insights on on that and how it's kind of shaping the the Christmas policies in twenty twenty three? Yeah. Definitely.

I think, on the wider spectrum, I think in gen in generally in entertainment, immersive entertainment has been a massive game changer over the last sort of ten to fifteen years. I think it really lets your guests become part of the action experiences in the theater world like secret cinema or punch drunk theater that really popularized this.

And most of experiences can can range from interactive theater, like I mentioned, with a Christmas twist or maybe, these days reality, augmented reality, things that can transport your guests into another magical world, I think, maybe a picture, for example, at a Kenzie in Christmas where become characters in the story or escape rooms as well, like a holiday themed escape room that puts your guests' wits to the test I think it's all about creating a sense of wonder and engagement at the same time.

As something else that we offer as well as part of our workshops offerings, are immersive experiences. A lot of this, we do in house at blank canvas entertainment, where a lot of us are actors ourselves. So we're able to create bespoke immersive experiences for our guests It's just something else to think about. Perfect.

Now, Sheridan, how could, a venue combine those trends to make the perfect Christmas event for twenty twenty three? Well, I think a lot of it is based actually on what Twilio just said there is creating a sense of wonder, creating a bit of immersion, a bit of around interactivity, so for example, let's take some of the firm favorites of a Christmas party like a photo booth. We've all used them. We all love them.

We've all got the little photo strips somewhere in a box or on your desk, how about creating something that's just a bit different? So, for example, having a huge inflatable snow that your guests have to get in, chuck the snow around and take some really memorable photos that way.

It's a lot different from just standing in front of a typical photo booth pressing the button and then holding up a prop and bank it opposed.

Likewise, if we if we are going more down that much beloved winter wonderland theme is bringing a bit of VR into it. Now, you know, you just mentioned then VR and AR, who would love to have an interactive snowball fight with their MDs. Well, I know that We would a head box So, just bringing in a bit of more interactivity like that can make something really unique.

And talking about workshops and things such as that, escape rooms have been so popular over the past couple of years. I'm yet to see anyone do a home alone style escape room for Christmas, but I would love to see it. So just things like that. You can just keep some of that Christmas charm, but but make it a bit different.

Perfect. Thanks, Sheridan. So moving on to our second

Topic 2: Designing a unique Christmas entertainment packag

topic.

What else should venues keep in mind when creating entertainment packages?

So I think actually a structured schedule could be quite a great way to provide your entertainment. So some venues do this already, and I have seen them didn't done really, really well. Some venues are yet to explore this idea, but having an actual stage set can really create a seamless experience. So for example, you could have, you know, musicians playing as your guests walking in, you may then have a piece of comedy.

You might have a couple of circus acts. You might have a magician. You might have beat boxes who who wouldn't want beat boxes at Christmas. You can make a real variety show out of all of your entertainment.

And also your operations team at the venue will love you for that because you can really streamline the logistics around each set time. So between first and second set, you might have your counterpays, between third and fourth set, you might have your bowl food, and your fifth and final set will be your show stopper and taking people up to midnight.

Awesome. Thank you, Sherilyn.

Now too, though, how can a venue add a bit more Christmas without just kind of repeating the same themes every year. Yeah. Ollie, I think adding more Christmas doesn't always have to be, repetitive or often seeing the same things year year on year like you said. I think maybe think about incorporating elements that suit everyone's tastes.

So for example, consider a holiday themed cocktail bar, but has it, but maybe it has a unique seasonal concoction offering. You can also have different zones like we said earlier within your venue. Each with a distinct holiday feel, so maybe a cozy fireside setting moving into a vibrant winter wonderland dance floor somewhere else. I think this way guests can then really explore their different Christmas experiences within one single event.

And again, I think little Christmas elements instead of making the whole thing Christmas themed is always an option as well sprinkling a little bit without necessarily letting it dominate the whole event doesn't have to be an, all consuming event with the Christmas theme, you know. Grace Chestian. Sheridan, what about, a venue playing to their strengths? How can they, a venue leverage their unique, like, features, for example?

Yeah. Absolutely. I mean, let's look at the aesthetics of the venue. Which venue are we talking about for and this is something that a site visit can really help to identify as well with clients is if we are trying to utilize a gorgeous rooftop with, you know, London skyline is your playground.

Let's utilize that. Let's use that as backdrops. Let's have entertainment performing in front of the skyline. Let's have your photo opportunities in front of that.

Likewise, if you're in much more of a traditional ballroom perhaps, let's go for a bit more black tie than a Christmas knit, but Tulio also just mentioned there about the fire pit is if you've got a bit of a smaller space, you really can create more of that log cabin vibe. So maybe a slightly tamer version of at prayski, but you can still bring in the coziness to it. Perfect.

Today.

It can be quite challenging for a venue to implement a theme without it being, like, boring. How can you recommend the strategy for a venue to create something bigger and better? I think entertainment wise, at least, to set your venue apart, I think think about combining typical acts, the popular stuff that we know works but with a theme twist, so for example, I have a magician who not only performs tricks, but dresses up in a in a festive costume that fits your theme I think that could add a Lyric Simon and uniqueness while still offering something, classic that we know works.

Nice.

So blank canvas entertainment works closely with venue create bespoke entertainment packages.

How can this collaboration help venues work with this, how can sorry, how can this collaboration help venues work with their strengths and address their weaknesses. Yeah. I think, working with us at blank canvas entertainment. We know venues we're we're we're entertainment list, but we're we're venue specialists as well.

So we we we really pride ourselves on knowing where we're sending our artists and what we're offering to our clients as well. I think, something something we do, to ensure this understanding is, is create bespoke entertainment brochures. So we're only gonna offer entertainment that we know works to your venue. So, as an example, somewhere we've started working with recently a new restaurant that opened called Bakkenalia, will go into the venue, assess what works with their theme, and then create that bespoke brochure.

Just so it it streamlines the whole process because it means everyone understands what entertainment works in that space. Our goal really is to design entertainment that that perfectly compliments the vibe, the ambiance, the atmosphere of your venue.

Perfect.

So last question for this topic, Sheridan. Mhmm. How about a smaller independent venue who might be limited on space? Do you have any tips for them?

Yeah. I think let's let's strip it back to the basics. You know, a great event is one that hits all five senses So first of all, what are people seeing if this is all about what your venue is? Like we just said, utilize the unique features of your venue that's the first thing.

Have you themed it? Have you just got some really great lighting? Have you got some really impressive props? Have you got like the biggest Christmas tree you've ever seen?

The smell of mulled wine as soon as you walk into venue transports you straight into Christmas, and just things that she's, you know, what are you hearing? Are we hearing? Mariah Carey, are hearing something different with Santa on the decks this year. You know, what are we tasting, and what are we really feeling? You know, essentially if you think all of those five points, really doesn't matter whether your venue is huge for a thousand people or smaller for fifty, you can create a really great experience.

Great tips.

Awesome. So our next topic today, delves into a crucial aspect. So it's all about event planning, but care catering to various, budgets.

Do you have any tips on, a venue kind of doing that without compromising the entertainment value?

So I think There's two false to this. We talked about challenging the status quo, which can feel very different, very unique, but it also can feel quite expensive. So you know, we're looking at creating that champagne vision on a lemonade budget, right? But there are really good ways that you can get creative with this.

So No. We've spoken earlier about maybe having those giant snow globe photo booths, but if budget is an issue or has become the challenge, can have a Roman photographer. They capture the essence of the magic of that party just as well. They probably actually capture it from more angles.

And you know that they're using the perfect lighting so you know it's gonna be a great photo every time. So that's one great idea. You've got music So, live bands, you've got this illusion of a six six piece band playing. And, you know, you really want that band to play all evening.

They want to play you out throughout the evening, but your budget is saying, oh, I can't really stretch to six. So actually using a DJ as your baseline and having different musicians coming in and performing in different set times. Just having either two musicians either side of of those set times, can have the creative solution and this perception that you've got a live band playing out for throughout the entire evening. Your guests are not going to be transfixed to your stage going, oh, we haven't got a musician.

This is a four piece now, not not a five or this is a two piece rather than a three.

And also, as we spoke about earlier, we talked about those those stage sets, and creating a really good variety show. And whilst that has a huge amount of impact, it can also have a lot of impact on your budget. So actually having some of your performers roaming, so, you know, as Twilio would probably know is having a magician on stage during a fifteen minute set, yes, they're addressing your entire audience, and it's gonna be a fantastic show.

But it also is going to have quite a hefty price tag with comparison to that same magician roaming around to your guests maybe not hitting everybody at the same time, but you've got two hours worth of their time. So just looking at how you can be creative with different packages. Thanks, Adam.

Twilio.

It seems that, booking performers in chunks is quite cost effective strategy. Can you delve into that a little bit? Yeah. I mean, firstly, just on what you were saying, I think we're we're a blank canvas entertainment.

We're happy to help clients of any budget work towards, financial targets that they have. I think, like you said, though, booking performers in chunks for a venue is, is definitely the most cost effective way of doing things so for example, venues can book the same performers for multiple events at the same time, like we mentioned, reducing overall costs But this also works, for example, with DJ's, I'll try and line up the same DJ with the same set of equipment at the same venue on multiple dates concurrently. Just so, yeah, it reduces travel time, it reduces the loading in means that the DJ knows that venue.

Just makes things everything more streamlined for everyone.

And yeah, even if you're a venue with a smaller storage space, it's worth noting, like, a DJ's, equipment can actually pack down to quite a small package. And, actually having that stored at a venue on a semi permanent basis, I think works best for everyone. Makes sense.

Awesome. So what about if a venue has multiple rooms? I know you mentioned that earlier about the the flow of a venue. How can they create a diverse entertainment line up without breaking the bank? Yes. I think multiple rooms in a venue provide really unique opportunity to offer diverse experiences.

So maybe instead of booking separate for each room. You could create this this rotating shed eventainers like we said earlier. Two or three acts can work in all rooms at different times significantly reducing the cost per act. Think this means you can offer different vibes and experiences in each room as well.

I think like we said earlier this works well with the team building and and workshops as well. You can have different, very distinct workshop activities happening separately and have a a a schedule of different activities for your clients.

Perfect.

Sheridan, do you have any other low cost tips there? Yeah. I think one of the biggest ways to transform the space is actually through lighting and you can do that really cost effectively. So whether that's highlighting certain key areas, whether it's as floor wash or ceiling wash, you know, just turning a space from, you know, floor to ceiling windows with daylight coming through them into a nighttime party with, you know, reds and green tones into it can really make you feel like you're in a completely different space. And using cost effective solutions such as that does mean that you have got more of your budget to then utilize on your entertainment.

Super helpful.

Any final points from you, Twilio, do you? Yeah, roaming performers, I think, because something worth mentioning, the great option are offering more budget friendly than than stage that we mentioned earlier. I think, yeah, venues having strolling magicians, caricature artists, living statues, that kind of thing, who more they can move among the crowd creating those memorable moments for your guests. Perfect.

Our final topic for today guys is all about how to promote your Christmas package to secure more bookings.

Too late. Do you have any tips for us? Yeah. I think, getting early in the year, attending those those Christmas event roadshows and expos are really and really important. That's beneficial for, venues in terms of getting that exposure and that promotion. So in London, there's the the London Christmas party show, for example, and this provides high exposure to a highly targeted number of event planners and potential clients as well. I think, networking with other venues is also advisable getting to know the other venues in your local area, what they offer, what are their strengths, what are their weaknesses often helps you reflect on on what you're offering, is it your venue as well?

And then as well worth mentioning digital marketing, we're actually partnered with, Flint Social, as you guys know. I think having social media campaigns for your venues always, massively important thing to promote your Christmas packages.

Awesome.

Now you mentioned networking.

How can venues ensure that they're exposed to the right people, both at industry level and beyond? Yeah. I think, it exposes the right people is is really essential. Beyond industry events, maybe venues, leverage their network.

So collaborate with caterers, production teams, event management companies who have existing relationships with potential clients. I think it's important to remember this is a a relationship game in in the events industry. Everyone knows everyone. It's it's fairly small.

People moving across venues. So, yeah, having that word-of-mouth referral from trusted partners goes a long way as well.

Definitely agree. Sheridan.

Yeah. I think also just talking about platforms such as head box, for example. So, platforms such as head box are really powerful at all. We have got our our lead gentle, it's called Lead Feed, as you know, and as our venues will know, and we've already seen eight hundred inquiries for this Christmas.

Some of them even through to January as well just to secure the date that they want. So there's a super, super high demand, this year, more so than we've had, you know, probably quite obviously over the past few years, but even before pre covid levels as well. And so, by listing packages on, on platforms such as HeadBox, you're getting a lot of exposure to different clients, and you'll really start to to curate the different packages that you have. And like you just said, there, working with your suppliers is is key.

It very much is a relationship game, and we work with some of the best production companies, some of the best caterers probably one of the best entertainment companies out here too. And yeah, just just utilize in those relationships, as you say, just to share each other's offerings because you learn a lot from each other, but you also then get access to some of their client base too.

Julia, any other insights? Yeah. I think multimedia offerings is is it's really important content promoting your venue, and for your Christmas packages. I think videos of apps, from our end as well, is always the most important thing in trying to sell something to a client. People particularly corporate corporate clients like to know what they're buying and I think in terms of conversion rates, having the videos of those acts available and, is often the most important thing. And as well, from the venue perspective, similarly three d tours, allowing people who aren't necessarily present in the country to to get to know that space without having to be there.

Would you say as well is that on platforms such as HeadBox, you can create listings purposely for Christmas packages. So if you have done an outstanding party, doesn't have to be, you know, in the past twelve months, but if you have done something that is really impressive and really does showcase your space, create that as a specific listing, because giving that demonstration to clients helps with their vision and and helps the inspiration that they probably need and, you never know, might be the one to choose their your venue over someone else's. Absolutely. Thank you so much.

So that's all, we have time for us there, guys.

A huge thank you to our incredible speakers, Sheridan and Twilio.

For sharing your expertise and insights.

I hope you have all gained valuable and, knowledge that will spice up your Christmas events. Thank you again to Flint's social studio. I'm sure everyone will agree that the studio looks great. And the quality of our webinars has had a major upgrade from using the spare room back at box HQ. Before we wrap up, I want to share something very exciting.

You know we've been talking about staying ahead in the game. Being on top of the trends and prepping for those magical Christmas events. Well, there's a tool that can really help you with that. It's the Lee Feed. The Lead Feed is filling up daily with Christmas parties inquiries, Sharon, you mentioned about eight hundred already in there. These will really help supercharge your sales pipeline. It's a real game changer for event sales.

Allow you to proactively find event bookers looking for venues like yours. You can get in touch, showcase what you've got, keep your venue full during those quieter periods, and make this Christmas season one to remember. So as we venture into the hustle and bustle of Christmas party season, Remember, you've got the tools, the insights, and the spirit to make it the best one yet wishing you all a joyful and successful event season ahead.

Thank you

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