How To Organise This Year's Office Christmas Party
How To Organise This Year's Office Christmas Party
It's often a thankless task, but being asked to organise the office Christmas party is a major responsibility. Here's a 10 step guide to help you meet that challenge head on and create a memorable party for your colleagues.
1. Theme - This is one of the most important aspects of the party. You need to consider whether your event will be for colleagues only or if you want to include partners and/or suppliers. Obviously, costs can mount up, so that may have a bearing. Also, on the theme, you may want to introduce a formal dress code if you're going somewhere particularly special.
2. Decide on a plan - You need to make sure you have an idea of how you want the night to unfold. Will you be going for food, then onto somewhere for drinks? Will you be staying in one place all evening? Do you envisage going onto a club after some bars? Have a basic outline of a plan to build your evening around. If you're going from place-to-place, location will be a key factor when choosing a venue.
3. Browse some venues - It's a good idea, before you commit to anywhere, that you take a look at a few potential venues and make sure they fit with your theme decisions and plans for the night. Regardless of availability, consider whether the venue is the right size to accommodate your group.
4. Check availability - Once you're settled on your main venue for the night, you need to contact them and check availability for the dates you have in mind. The last Friday before Christmas is likely to be the busiest, so it may be worth choosing a Thursday or having the party earlier in the calendar.
5. Confirmation - Once you're happy with the venue, you may need to take prices back to whoever pays the company's bills and get the green light before confirming the booking. The venue may require a deposit and/or rough numbers, so they know what to expect.
6. Get organised - One of the most difficult things is keeping on top of everything, so it's a good idea to create a spreadsheet for all the information you're going to be collecting, from who is invited and accepts to what meal they choose.
7. Invite the guests - If it's only employees who are coming along, this may be as simple as firing out an email and then chasing people who haven't responded. If suppliers or clients are being invited, then you may need to send RSVPs and even a sample of the menu.
8. Confirm final numbers - When you know who is coming and who isn't, as well as their dietary requirements, you need to notify the bar or restaurant, so they know what to prepare. You may have one or two drop outs or add ons, so make sure you keep the venue informed.
9. Payments - Make any necessary payments that are required, so you don't have to worry about it on the day. If the venue prefers to do it on the day, at least make sure there's enough credit on the company card to avoid an awkward situation.
10. Confirm with guests - Make sure all employees, suppliers, partners and clients who have been invited are fully aware of the plans for the evening. Some may need to organise taxis, lifts from loved ones, or check train times, so give them all the information nice and early.
if you get a great Christmas party venue, organising the corporate Christmas party should go exactly to plan.
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