The To-Do List Your Business Needs for Holiday Season

One thing is for sure — it’s never too early to start prepping for the holiday season, especially as a wedding pro. In fact, the earlier you get your to-do list in order, the better. Holiday schedules are notoriously tricky in the event industry, and your team and your clients will likely have unique schedules to be mindful of

Can’t decide what to prioritize first? Let’s dig in to get you set up for success so that the upcoming season goes off without a hitch.

What’s your plan of action?

At this point in the year (unless you pick up a last-minute project or event), you probably have a decent bird’s eye view of what the holiday season will look like for your business. Unlike the rest of the year, your bandwidth and your team’s capacity for hitting deadlines will look a little different, so it’s important that you’re all on the same page.

I highly recommend utilizing a shared calendar such as Google Calendar and noting important deadlines in your staff meetings, including any other project management software you use. Working ahead where you can is going to make the collaboration process with your client a breeze, and you won’t have to worry about stepping on anyone’s toes during their time off. Staying ahead of the curve with client deliverables can also give you peace of mind if you end up unexpectedly short-staffed down the line.

Establish your backup plan

The fact of the matter is that the holidays will be a bit harder to navigate with your team, through no fault of their own. There may be an overlap in PTO, or you might end up with a sick employee the day before a big event. So, what then? Here’s where your plan B will come into play.

While you can’t guarantee a healthy team throughout the winter season, you can plan around vacation time. I suggest encouraging your team to send in their PTO requests as early as possible in order to map out coverage to the best of your ability. Compare this to any upcoming weddings or events you might have on your radar, and see what needs to be done prior to the holidays and what can be left until 2025
Also, consider putting out some feelers to see if any team members would be comfortable being contacted as backups for on-site events in case of an emergency.

Expectations and boundaries are non-negotiables

Whether you’re onboarding new clients or updating existing clients, it’s up to you to provide transparency about timelines and expectations. Although it’s expected that most people will be unavailable on seasonal federal holidays, it’s better to communicate with your clients about what they can expect from you regarding how and when to get in touch with you, including what the project plan will look like.

With the exception of any upcoming holiday events that you’re gearing up for, one of the best things you can do for your clients (and your team) is to share any office closings publicly. Additionally, touching base with the clients on your roster will eliminate a lot of back and forth — you’ll be grateful for the lack of check-in messages while you’re spending time with family!

Getting a jump-start on holiday planning paves the way for a relatively stress-free season, and it ensures that you and your staff get the self-care and time off you deserve — don’t wait until the last minute to get your ducks in a row!