Overview
The aim of this event was to foster a sense of belonging during the festive season for individuals living away from their families. Many people are unable to enjoy festivals due to being away for reasons like work or education. To bridge this gap, we planned a Christmas-themed photoshoot and community potluck to bring people together and create a warm, festive experience.
The Plan
The event was meticulously planned a month in advance. Key aspects included:
- Venue Selection: Securing a Christmas-themed venue.
- Professional Photographers: Engaging skilled photographers to capture the event.
- Ticketing and Promotion: Strategically promoting the event on social media to ensure attendance.
- Activities: Curating engaging activities to keep attendees involved.
The Challenge
Ten days before the event, our Christmas-themed venue canceled due to a double booking by the host. Finding a venue on short notice was challenging, and securing another Christmas-themed location seemed nearly impossible.
Through persistent efforts, we secured a new venue seven days before the event. Unfortunately, this venue also pulled out the next day, citing potential spacing issues. With only four days left, we explored over 25 venues across the city but were unable to find a suitable location. The event faced potential cancellation, but we were determined to honor our promise.
The Solution
Two days before the event, we managed to secure a non-themed venue. I directly pitched the event to the host, convincing them to transform the space into a Christmas-themed studio. While the host typically did not accommodate themed events, they agreed and collaborated with us to set up props and photo booths.
Execution
On the day of the event:
- Attendance: Around 40 attendees brought a variety of multicultural dishes, creating a diverse and vibrant potluck.
- Photography: The professional photographers captured memorable moments of community bonding.
- Extended Time: Impressed by the event’s atmosphere and management, the host extended the venue time by an additional hour.
Results and Impact
- Community Engagement: Attendees expressed heartfelt gratitude, with many stating it was the best Christmas they had experienced, particularly those living away from family.
- Positive Feedback: The event fostered a strong sense of belonging and unity among participants.
- Logistical Triumph: Overcoming significant venue challenges showcased resilience and problem-solving skills.
Key Takeaway
This event demonstrated the power of determination and adaptability in experiential marketing. By staying committed to delivering an exceptional experience, even in the face of obstacles, we created a memorable event that resonated deeply with the community.