A Holiday Prep Calendar for Business Owners

The holiday season is just around the corner, and it’s time to start preparing for the busy hustle that comes with it. As a successful business owner, you know that proper preparation is the key to making the most of this time of year. 

Whether you're planning a Cyber Monday sale, hosting a themed event, or launching a seasonal challenge, your marketing strategy will need careful planning. The holidays are a golden opportunity to attract new clients, retain current members, and increase your revenue. 

To help you navigate this season with ease and make it your most successful yet, we've created a timeline to guide you through the process.

September

Sept 24: Start holiday brainstorming  

Start by reflecting on past holiday promotions and consider what worked well and what didn’t. Use these insights to fuel your ideas for this year’s promotions. Consider what types of deals or offers attracted the most customers last season and think about how to build on that success. This could include offering discounts on your top-selling products or creating themed packages that tie into the holiday spirit.  

Sept 26: Create specific promotion goals 

Define clear goals for your holiday season. These goals could include increasing foot traffic, growing your email list, or selling a set number of gift cards. Break down your overall goals into measurable targets, such as how many new customers you want to attract or how much revenue you aim to generate from your promotions. 

Sept 27: Determine the offering and timing specifics 

Decide on the details of your promotions. What will you offer? Will you discount products or services, bundle items together, or create a special offer for new customers? Determine the timing for each promotion, whether it’s a flash sale, Cyber Monday offer, or a month-long discount. 

Sept 30: Order retail products and supplies  

Take stock of your inventory and decide if you need to restock or purchase additional products. This may include seasonal merchandise, extra gift cards, gift card holders, or decorative supplies. Order early to avoid delays and ensure you’re fully prepared for the season. 

Pro Tip: Use Mindbody’s Inventory on Hand report to ensure your stock levels are accurate and up to date. You can calculate the total asset and retail values, identify products that need to be reordered, and print product barcodes. Running this report before the holiday season peaks helps you prevent stock shortages or excess, ensuring you’re fully prepared for customer demand during the holidays. 

October

Oct 2: Get set up in your business software  

Set up your promotions in your business management software. This might include creating discount codes, adding holiday-specific packages to your online store, and updating your inventory system. Make sure everything is ready for smooth execution when the promotions begin. 

Pro Tip: Use Mindbody's promo codes in your business management software to offer targeted discounts. Create custom codes with settings for discount type, expiration date, and applicable products or services. You can limit use to specific days, items, or client groups, and ensure everything is set up in advance for smooth execution during promotions. Track performance and adjust as needed to maximize your holiday sales. 

Oct 7: Plan your holiday promotion marketing strategy  

Think of the best ways to get the word out about your holiday deals. Decide which marketing channels you’ll use, whether it’s social media, email marketing, or in-studio promotions. Create a content calendar that outlines when and how you’ll share each offer. 

Pro Tip: Use Mindbody’s marketing plan and budget template to streamline your holiday promotion strategy. The template helps you define your target audience, set KPIs, and track your marketing spend. Plan your marketing channels—like social media, email, or in-studio promotions—and create a content calendar to stay organized and on budget for the holiday season. 

Oct 14: Promote your holiday specials  

Execute your marketing plan by sharing promotions across all your channels. Post about them on social media, update your website, send out email blasts, and display flyers in your store. Encourage your staff to remind clients about the offers as well. 

Oct 21: Schedule your holiday email marketing blasts  

Plan and write your email marketing campaigns for the holiday season. Focus on key dates like Halloween, Black Friday, and Cyber Monday. Schedule these emails ahead of time to ensure they’re sent at the most effective times. 

Oct 30: Encourage clients to book in advance for the holidays 

As the holiday season approaches, remind your clients to schedule their appointments early.  Send text messages or emails to offer special discounts for early bookings or create limited-time packages to incentivize clients to reserve their spots. This helps manage your schedule and guarantees a steady flow of business during the holidays. 

November

Nov 4: Schedule a meeting with your team  

Gather your team for a meeting to discuss the holiday schedule and any adjustments that need to be made. Ensure everyone is on the same page about your promotions and address any questions or concerns. The more prepared your team is, the less stressful (and more successful) the holidays will be. 

Nov 11: Prepare for the New Year rush 

Now is the time to start planning for the influx of clients in January, whether you're in fitness, wellness, or beauty. Consider offering special packages, extending your hours, or introducing new services to meet the demand. Review your schedule, ensure you're fully staffed, and fine-tune your sales process to convert new clients into long-term customers. By planning ahead you’ll be ready to capitalize on New Year’s resolutions and start the year strong. 

Nov 13: Create a “Holiday Ready” checklist for clients 

Design a "Holiday Ready" checklist that helps your clients prepare for the busy season and offer it as a free resource. Depending on your business, the checklist could include fitness goals, self-care routines, beauty maintenance tips, or stress-relieving wellness practices. Make the checklist interactive and encourage clients to check off tasks as they go. You could even offer a discount or small incentive for clients who complete certain steps.  

Nov 20: Launch a "Season of Gratitude" client spotlight 

Highlight your clients throughout the season by launching a “Season of Gratitude” client spotlight on your social media or in your business. Each week, showcase a loyal customer with a short story, testimonial, or photo. Offer them a small thank-you gift, like a free consultation or a special discount on their next service, as part of the spotlight. This creates a feel-good atmosphere, strengthens community bonds, and shows appreciation for your clients. 

Pro Tip: Learn how to use Instagram to grow your business. Bring your “Season of Gratitude” client spotlight to life. Highlight special holiday offers and behind-the-scenes moments to engage your audience and show appreciation.  

Nov 27: Use text message marketing to support promo deadlines  

If you’re running one-day-only sales, like for Black Friday or Cyber Monday, use text message marketing to send time-sensitive reminders. Ensure your messages are clear and concise to boost sales during critical promotional windows.

Pro Tip: Use Mindbody’s built-in marketing tools to send unlimited SMS texts to your clients, either individually or in groups, and view all your communications in one easy-to-use dashboard. You can also schedule text messages ahead of time to promote special offers, or remind clients about upcoming appointments, ensuring timely and effective engagement without the stress of manual sending. 

December

Dec 2: Make your space (and marketing) festive  

Transform your business into a holiday haven by adding festive touches like twinkling lights, wreaths, garlands, or holiday-themed signage. Create a warm and welcoming atmosphere that will make clients feel the holiday spirit as soon as they walk through your door. Extend the festive vibe to your online presence by updating your social media profiles and promotional materials with holiday-themed content, including special offers and seasonal imagery. 

Dec 13: Check in with your team  

Make it a priority to check in with your staff regularly, offering support and expressing gratitude for their hard work during the busy holiday season. A simple thank-you can go a long way in keeping morale high. With so many events and obligations this time of year, consider postponing any team celebrations until January or February, when the pace has slowed down, allowing you to fully appreciate and celebrate your team's efforts without the holiday rush. 
 
Dec 18: Host a “Last-Minute Holiday Gift” Event 

Organize a special event or flash sale for last-minute shoppers. Offer pre-wrapped gift sets, discounted gift cards, or quick services that clients can purchase as holiday gifts. Promote the event through email and social media, emphasizing the convenience and value of your offerings. 

Dec 20: Share a “Holiday Self-Care” Reminder 

Encourage your clients to take a moment for themselves amid the holiday chaos. Share tips or small offers for self-care services like massages, relaxation treatments, or wellness packages. Position this as a way to recharge before the New Year. 

Dec 24: Send a “Thank You and Happy Holidays” Message 

Show gratitude to your clients with a heartfelt holiday message. Send a personalized email or text expressing your appreciation for their support throughout the year. Include a small offer, such as a discount or early access to January promotions, as a token of thanks. 

Dec 27: Plan Your Post-Holiday Marketing 

With the New Year on the horizon, start planning your January campaigns. Focus on themes like “Fresh Starts” or “New Year, New You.” This is the perfect time to highlight memberships, packages, or services that align with resolutions or self-improvement goals. 

Dec 30: Conduct a Year-End Review with Your Team 

Take time to reflect on your holiday performance with your staff. Discuss what worked well and identify areas for improvement. Use this feedback to make informed adjustments for next year’s holiday strategy. Celebrate successes and recognize your team’s hard work. 

Prepare your business for a successful holiday season

The holidays are a prime opportunity to attract and retain customers. From planning your promotions and marketing strategy to ensuring your space and inventory are ready, every step counts. 

With these tips, you’ll be able to wrap up the holiday season on a high note while setting the stage for a prosperous New Year. Don’t forget to recharge and enjoy the festive moments yourself.