Christmas Party Season: Planning Your Event Crew Early

December is one of the busiest times of the year for events, and the best crew get booked early. Here is how to plan.

By Stage Hands UK · Practical guide

Book early

Christmas parties, corporate dinners, markets and winter shows cluster into a few weeks. Crew availability on the busiest dates tightens early, so confirm your numbers and dates as soon as you can.

Plan the build

Many December events share the same venues and the same short windows. Confirm your load-in time and access with the venue, and allow extra time for busy streets and car parks.

Cover the get-out

Late finishes are common at party events. Tell your crew supplier the real finish time and the truck booking so the get-out is covered.

Think about weather

Outdoor markets and winter events bring cold and wet conditions. Plan for shelter, warm clothing and breaks for the crew.

Keep a backup

Ask your crew supplier about short-notice cover for illness or last-minute changes. It is better to have a plan before you need it.

A winter event checklist

Confirm the date and venue. Confirm load-in and get-out times. Share the call sheet early. Plan for weather. Arrange a backup for illness. Confirm who pays for parking and transport. Agree who is the on-site contact.

Working with busy venues

December venues are often running several events a week. Expect tighter windows, shared loading areas and less flexibility. A crew chief who knows how to work with the venue team makes this much easier.

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