We’ve all been there, head down and keeping ourselves busy while your manager decides that the Christmas party needs organising and you’re expected to organise this once a year momentous occasion as well as doing your day job! So, the real challenge then begins…
Follow this step by step list and you’ll be ahead of the game.
Find the perfect venue
This is one of the most time consuming jobs in planning your perfect event. Consider the size of venue, access, disabled access, public transport, parking, do you require overnight accommodation nearby and most importantly is the ambience right for the event you are creating? You’ll need to find a venue which is easy to get to and can accommodate your party numbers (assume everyone is coming for now). Consider the venues you have already worked with or hosted events at in the past. Don’t be shy to ask for a discount if it’s a regular haunt. If you decide to try somewhere new, ask if they have in-house catering, bar facilities and on-site entertainment or if you will need to organise this yourself. This can save a huge amount of time if the venue already has their own facilities.
Set a budget
What is your budget? Compile a spreadsheet with all the overhead costs.
Consider or not whether you want to invite partners. Will you be providing a free bar for staff?
Set a date
Don’t forget venues get booked up very quickly during the festive period, especially if it’s a large party. Once you have found the perfect venue, ensure you leave plenty lead time to set the date in the diaries, inform all invitees, and parties involved asap. You need plenty time to organise all the different elements of the event.
Food glorious food!
It is so important to get the food right at the Christmas party! Check with your venue if they have their own caterers. They may have preferred caterers they work with. If you need to book an external caterer, ask your work colleagues and friends for recommendations on caterers if you don’t have any contacts of your own. Don’t be frightened to ask for a tasting session prior to booking. Good food equals happy people.
Equipment/Dressing the venue
Will you need to hire any equipment? Will the venue include table cloths, flowers or any other decorations or do you need to arrange this yourself?
It’s the party of the year, so you’ll need that all important entertainment booking. Again, check with the venue if they have a resident DJ. Adding music to an event can really add to the atmosphere and boost the event. Again, if friends or colleagues have recommendations this is a great place to start. Listen to the band or musician before you book them! Consider are they right for the event?
If you plan to hold a Christmas party, but don’t have the time to organise it, The Alternative PA can support you the event planning from finding the perfect venue, setting up caterers, booking entertainment and anything else that needs organising. There is nothing more stressful than trying to be a gracious host while planning everything yourself, so take the pressure off by outsourcing the event planning! Call us on 07888 679118 or email firstname.lastname@example.org discuss your event requirements.