Purpose

The Annual Perogy Party is a warm, festive client-appreciation event held one month before Christmas. It celebrates community, builds meaningful face-to-face connections, and aligns with our team’s “People First” philosophy. The event allows clients to gather with their families, enjoy homemade perogies, and kick off the holiday season with us.

Event Overview

• Timing:

  The Saturday of the November weekend closest to one month before Christmas.

  (Typically mid–late November.)

• Location:

  Nick’s house: 628 Gaines Drive in Beacon Hill

• Format:

  Clients and their families drop in to enjoy perogies, holiday treats, and warm beverages.

  Kids’ activities, holiday music, and a cozy atmosphere create a memorable seasonal gathering.

• Attendance:

  Usually 40–100 people, depending on venue size.

• Signature Elements:

  • Locally sourced perogies

  • Homemade Ukrainian Dishes (Periske, Nachynka, Borscht)

  • Treats and cookies

  • Stocked bar and cooler

  • Holiday music

  • Kids’ corner (crafts, colouring, cookie decorating, etc.)

  • Photos and social media content

  • Optional charity donation drive (food bank, toy drive)

1. Pre-Event Planning (4–6 Weeks Before)

1.1 Confirm Event Details

• Select and confirm the date

• Coordinate with any food providers (homemade, catering, or local vendors).

• Estimate number of guests.

1.2 Order or Prepare Perogies

• Determine volume (typically 2–3 per person for sampling, or more for full servings).

• Options:

  A) Homemade by team members

  B) Ordered from a local supplier (suggestions: House of Targ, European delis, Ukrainian churches).

• Confirm pickup/delivery timeline.

• Arrange warming trays or kitchen access at venue.

1.3 Create Invitation Email

• No need to RSVP to this one, as it’s drop-in

• Store in Drive under:

  /Marketing → Client Events → Perogy Party [YYYY] → RSVP List

1.4 Marketing Materials

Hannah to create:

• Invitation graphic (email + social)

• IG Story series

• Facebook event banner

• Printable signage (Welcome sign, Kids’ Corner, etc.)

Communication Channels:

• The Weekly newsletter

• Follow Up Boss email

• Team social channels

• Personal Realtor social channels

• Optional: Beacon Hill FB Group post

1.5 Event Supplies Checklist

• Perogies + toppings (sour cream, onions, bacon bits)

• Hot beverages (tea, cider, hot chocolate)

• Serving utensils, plates, napkins, cutlery

• Kids’ craft supplies

• Christmas decorations (lights, garland, tablecloths)

• Team banner + branded signage

• Tripod & phone mounts

• Garbage & recycling bags

• Music playlist + speaker

2. Event Week Execution

2.1 Prep Work (2–3 Days Before)

• Confirm food pickup/delivery.

• Purchase remaining supplies (cups, napkins, toppings).

• Print signage and RSVP list.

• Prepare kids’ crafts in pre-sorted kits (optional).

• Decorate venue if access is early.

2.2 Day-Of Setup

Arrive 2 hours in advance to set up:

Food & Serving Area

• ☐ Warm perogies (warming trays, oven, or crockpots)

• ☐ Set up toppings table

• ☐ Hot beverage station

Decor & Atmosphere

• ☐ Holiday decorations

• ☐ Festive playlist

• ☐ Lights, candles (LED), table settings

Kids’ Corner

• ☐ Crafts station (colouring, ornaments, cookie decorating)

• ☐ Small table + chairs

• ☐ Hand sanitizer + wipes

Team Stations

• ☐ Welcome table

• ☐ Photo spot with holiday backdrop

• ☐ Social media capture point

3. During the Event

3.1 Greeting & Flow

• Welcome each guest warmly

• Offer perogies and hot beverages

• Engage in conversation about holiday plans

• Introduce clients to other guests

• Ensure the atmosphere stays warm and family-friendly

3.2 Social Media Coverage

Capture:

• Photos of guests enjoying food

• Kids’ craft moments

• Team group shot

• Behind-the-scenes

• Holiday messages

• Short video clips for reels

Post throughout the event and save to “Holiday Events” highlight.

3.3 Optional Charity Add-On

Choose one each year:

• Food Bank donation box

• Toy Mountain collection

• Warm clothing/coat drive

Display clearly with signage.

3.4 Team Roles

Nick

• Host, greeter, conversations, holiday message video

Karim

• Setup lead, managing food flow, warming trays

Chelsea

• Welcome table, RSVP checkoff, client introductions

Hannah

• Photos, videos, social media, content capture

Marlena + June

• Kids’ corner, client engagement, helping with serving

4. Follow-Up (Within 3 Days)

4.1 Client Communication

• Send thank-you email with:

  • Event photos

  • Warm holiday wishes

  • Optional Google Review link

4.2 FUB Tagging

Tag all attendees:

• Event – Perogy Party [YYYY]

Add notes for any referral conversations.

4.3 Finance

• Upload food/supplies receipts to Drive

• Ops logs event total in Monday.com

• Nick reimburses or pays using company card (depending on provider)

4.4 Debrief

Discuss in next Sales & Marketing L10:

• Attendance count

• Quality of interactions

• Social engagement metrics

• What worked / what to adjust

• Future improvement ideas

5. Templates & Resources

• RSVP Form Template – Perogy Party

• Canva Graphics (Invites, Social Posts, Signage)

• Event Setup & Checklist Playbook

• Client Thank-You Messages Template