It’s the most wonderful time of the year again, which means your office Christmas party planning should be well underway by now. Just in case you haven’t got everything organised down to the finest detail, or you’re already thinking ahead for next year’s shenanigans, here’s our guide to planning the perfect office Christmas party. You can also view our dedicated Corporate Party Services here.
Decide on Your Budget (and stick to it!)
This is a biggie. Parties can quickly become very expensive, and it’s tempting to splurge when everyone’s been working hard – especially if it’s a challenging year. But these are uncertain economic times, so it’s important to have a clear idea of how much you want to spend and try to stick to it as much as possible. This is particularly important in times of austerity, when your board members and stakeholders may not be too impressed to hear about huge amounts of money being spent on festivities! If you’re not too restrained by budgetary ties then the sky’s the limit, but if you do need to be a bit careful it’s a good idea to agree a set budget with the head of finance before you start planning.
Set Your Date and Book Your Venue
Although it’s entirely possible to throw a great party at short notice, it’s going to be far less stressful and much easier to keep everyone happy if you plan ahead. Many venues get booked out months ahead of party season, so if you’re looking to throw your bash somewhere really popular, it’s a good idea to give yourself lots of time. Even though you might not feel very festive in the middle of June, it’s well worth starting your search for the perfect party venue in the Summer to avoid disappointment.
Decide on a Guest List
Who do you want to invite to the party? Are you keeping it strictly staff-only, or are you inviting partners and business contacts too? It’s a good idea to have a clear policy on this well ahead of the event to avoid confusion and disappointments.
Send Your Invitations
You can send paper invitations if it’s a fancy affair, but these days an email invitation is perfectly acceptable – in fact, in many ways it’s better, because you can link it straight to everyone’s Outlook calendars so they don’t forget. Do ask people to RSVP to confirm their attendance, which will help you with refining your budget and plans as the event gets closer.
Book Your Caterers
Many Christmas party venues with come with an inclusive catering service, but if not you’ll need to organise it yourself. Depending on the type of venue you’ve chosen there should be lots of options available to you – you could go completely DIY and buy buffet food yourself and get it all set up ahead of guests arriving, but unless you have a catering background – and lots of spare time - this can quickly become a big headache.
What kind of meal do you want to go for? Do you want a sit-down, traditional Christmas dinner with all the trimmings, or would you prefer something a little more laid back, like food trucks and catering vans? You might want to do a poll to help you decide on the kind of food to go for, but whatever you decide it’s important to book your chosen catering service in plenty of time. It’s also important to cater for different tastes, allergies and dietary requirements, and provide at least one veggie/vegan option too. See our full list of caterers here.
…and a Bar (if appropriate!)
It’s no secret that we love a drink in the UK, and the office Christmas party is well known as being the time of the year that people like to let their hair down. If you’re having booze at your party it’s a good idea to book a mobile bar, who will serve you and your colleagues drinks on tap all night. There’s a huge amount of choice available these days, from Prosecco vans and gin bars to cocktail mixologists and much more. Check them out here
Decide on a Theme
This is where you can really start having some fun. It’s becoming very fashionable to have a themed office party, with popular choices including an Enchanted Forest, The Great Gatsby, Strictly Come Dancing, Vegas Casino themed party, Arabian Nights theme, Love Actually, Bollywood themed party, and much more. If it’s going to be fancy dress, make sure you give people plenty of notice to find the perfect outfit!
Themed parties don’t just stop at fancy dress though – if you’re really going for it, you’ll want to make sure all your decorations and tableware tie in perfectly with your theme too. With a bit of careful planning, you can create the perfect Winter Wonderland or North Pole with some snow machines and ice sculptures or if you’re going for more of a rustic Victorian theme how about some lanterns and wooden carts stocked with mulled wine and chestnuts? We have a huge range of party decoration suppliers and designers to choose from right here.
Book Your Entertainment and Activities
You’ve got the food, drinks and decorations sorted, but what happens when everyone’s finished eating? Laying on some entertainment too is a great way to make your party extra special and say thank you to everyone for their hard work over the year. We have a huge selection of party entertainers to choose from, ranging from dancing girls and drag acts to magicians, comedians, bands, mobile discos and much more. You may also want to add a competitive element with team building activities, escape rooms or sporting activities too… and don’t forget Santa! (and maybe a rodeo reindeer or two!) Check out our list here
Make Sure There’s Transport!
Booking the perfect party venue is one thing, but making sure everyone can get there is another! It’s a great idea to organise a minibus (or some coaches, if your party is bigger) to transport everyone to the venue, or if your venue is in the centre of London make sure everyone knows where the nearest tube station is. We have a range of transport providers to make sure everyone arrives in comfort and style, so whether you’re looking for a stretch limo or something a little more “out there” you’ll find it right here!
Have fun! Planning a party can be hard work, so don’t forget to take the time to relax and enjoy the party too. We’re here to help – so why not plan your next Christmas office party with Add to Event?
