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How We’re Planning Our Members’ Christmas Party

How we’re turning our christmas party into a celebration of community, connection, and fun.

Author

Cardy Brothers
November 24, 2024

Read time: 2 minutes

Dear Fitpreneurs,

Christmas is around the corner.

And that can only mean one thing: the Member’s Christmas Party.

This year, we’re going all out.

So we thought it’d be helpful to share how we’re organising it:

(Warning: Event planning advice from two gym-owner blokes. Strap in…)

#1 - Testing Interest

We’ve booked a venue that’s providing welcome drinks, a 3-course meal, and a DJ.

Of course, all this comes at a cost (£50 per head, to be precise).

With over 80 members, we knew this would be pricey.

So we decided to subsidise the cost, offering tickets to members (and their plus-ones) for £35 each.

To make this work, we:

  1. Created a quick sign-up form.

  2. Took payments upfront.

  3. Explained that refunds would be issued if we didn’t hit the required numbers.

Luckily, we did hit the numbers!

This also helped us cover the deposit, which made managing cash flow much easier.

#2 - Organising Food & Tables

Next up: food and seating arrangements.

Sounds simple enough, but the logistics can quickly get tricky.

Here’s how we tackled it:

  1. The venue sent us a set menu and a spreadsheet to complete.

  2. To streamline the process, we created another form where members (and their plus-ones) could share their food choices and any allergy information.

  3. We used Zapier to automate submissions to the spreadsheet.

  4. Once we had everyone’s preferences, we manually assigned tables, ensuring a good mix of familiar faces and opportunities to connect with new people.

#3 - The Fun Stuff

With the logistics sorted, we shifted our focus to the fun stuff.

We’ve always loved the idea of an end-of-year awards ceremony, so we’re introducing the following categories:

Award Category

Description

Biggest Transformation

Celebrating the most inspiring fitness journey of the year.

Most Energetic Member

For the person who always brings unmatched energy and enthusiasm.

Members' Choice

Voted by members for the standout participant of the year.

Highest Attendance

Awarded to the member with the most sessions attended this year.

Funniest Gym Moment

Highlighting the most memorable and laugh-out-loud moment of the year.

Best Dressed

Honouring the member with the most stylish gym outfits during sessions.

Spirit of Revamp

For the individual who embodies the values and energy of Revamp.

With input from our coaches, we’ll select the winners and hand out certificates during the party.

We’re also investing in a branded photo backdrop and an “achievement box” where members can anonymously write down their biggest win of the year to share with the community.

Final Words…

Events like this are what set us apart.

We believe every independent studio should adopt a similar approach.

In a world full of quick fixes, cheap gym memberships, and trends like Ozempic...

Your community is your biggest differentiator.

It’s what allows you to charge a premium and create something truly special.

That’s it from us. Reply any time…

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