The ultimate guide to hosting your winter event
Whether you’re hosting an exciting end-of-year party or putting together an annual keynote conference, here's our complete checklist for planning your winter event – curated by our expert meeting and event coordinators.
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There’s nothing quite like winter in Europe. From picture-perfect Christmas markets and spectacular snowy scenes to milder sunny climates and festive holidays, it’s a time of year defined by diversity – and by celebration. Planning an epic event is the perfect way to mark the occasion; but the devil is in the details. A successful event not only has purpose and is well organised, but takes key factors like location, climate and culture seriously. After all, you don’t want to leave your guests stranded in the snow, or, even worse, offended.
From corporate end-of-year parties and charity auctions to professional presentations, keynote speeches and black-tie galas, we’ve curated winter events of all shapes and sizes at The Social Hub across more than 18 European locations. Over that time, we like to think we’ve learnt a thing or two. So, we’ve asked our in-house meeting and event coordinators to lend us their expertise and knowledge below to help you plan an unforgettable winter event.
Pick the right venue
It all starts with the venue. First, consider the number of guests you’re inviting and decide whether you need to provide food and entertainment, and if people will be sitting or standing. This will make the difference between choosing a space with a stage, bar or other facilities, like presentation screens and audio-visual equipment. Then, weigh up practicalities like the venue’s proximity to public transport, whether it has on-site parking and if there’s a cloak room available.
If you’re considering Italy or Spain as an event location, why not host outdoors? Our rooftop pools and bars in Florence, Madrid and Barcelona have proven popular in winter, as have our Berlin and Toulouse courtyards, often used for DJ sets, food pop-ups and markets. For corporate sessions, select a space with meeting rooms and use these as breakout areas.
The Social Hub had all the amenities needed for activities like masterclasses, small events and team challenges for the week we were there with our guests.”
Marta Fabiani
PR, Events & Hospitality Expert, Amaro Montenegro
To theme or not to theme
Ah, the age-old question: to theme or not to theme? Themes certainly aren’t for everyone, but they can make a brilliant ice breaker and really dial up the fun factor. You can usually make a judgement call based on the type of guests you’re inviting and your event purpose. If it’s a work party blowout, it might be perfect. A pitch meeting, not so much.
Some popular winter themes we’ve seen include vintage après ski, winter disco and winter wonderland. They all went down a (snow) storm. Remember, a themed event doesn’t need to be kitsch or over the top. Work with the right party planner and you can keep it classy with some subtle and sophisticated touches and details.
Serve fantastic food
Once you’ve decided to serve food, why not make it a menu to remember? Whether it’s finger food at a cocktail party, a casual help-yourself buffet or three-course sit-down dinner, people never forget the food. It’s often the first thing we recall when talking about a wedding or party, so it’s important to tingle people’s tastebuds.
To keep everyone full and satisfied, choose a venue that offers flexible catering options and can work to your specifications. Our chefs put together everything from conference room sandwiches and platters to gourmet gala meals and handcrafted cocktails. Just make sure you prioritise seasonal options and inform guests about food before they arrive.
The food and beverage options at The Social Hub are always top notch, with high quality choices that meet all our needs.”
Martina Becelli,
Director, Exchange S.r.l
Keep everyone entertained
It's time to have some festive fun! Depending on the type of event you’re hosting, you may want to invest in activities like a create-your-own cocktail mixology bar, Christmas jumper decoration station or classic photobooth. For more traditional tastes, you can always book a local live band or DJ to get the dance floor grooving.
Needless to say, your chosen entertainment options should seamlessly fit your theme. In a corporate setting, a close-up magician or comedian master of ceremonies might feel more appropriate, while a professional drag queen is perfect for a Ballroom vogue event. It’s important to think outside the box and find the right fit.
Indoors or outdoors?
Whether or not you can host outdoors is usually decided by your location, but that doesn’t mean you can’t get creative. During winter, we’ve erected temporary buildings in our courtyards, hosted outdoor pop-ups and created winter wonderlands in some of Europe’s chilliest cities, much to the delight of our guests. Regardless of your setup, it’s important to keep an eye on the weather forecast and always have a back-up option agreed with the venue.
For an entirely different flavour, you can always host your event in southern Europe. Take advantage of kinder winter climates and sunnier weather on an outdoor terrace or by a rooftop pool in France, Spain, Italy or Portugal. Some of our favourite cities for outdoor winter events include Florence, Madrid, Barcelona and San Sebastián.
Like what you’ve read but want to know more? You’re in luck! Download our free, easy-to-follow and fully comprehensive checklist for hosting your winter event below and tick the important things off as you go.
Choosing The Social Hub
From big brunches in Bologna to striking venues in Vienna; award ceremonies in Amsterdam to glittering galas in Glasgow, The Social Hub is at hand to make your winter event dreams come true. If you can imagine it, we can create it at 18 locations across Europe, each with designer venues built for functionality and style. Find out more about how we can support your winter event needs right here.
Over the years, we’ve grown together, creating beloved and anticipated events that are constantly enriched with new experiences.”
Marco Lenzi
Founder & CEO, Pimp My Vintage