Christmas party planning for a work event involves a lot of time and effort and has hundreds of variables to think of – this can be pretty overwhelming, especially if it’s your first time. As hosts and planners of Christmas Party events ourselves, Jurys Inn understands the difficulties and extensive process needed to undertake this task. So we’ve put together a party planning checklist to help you on your way.
Venues fill up quickly and co - workers start making plans so the sooner you set the date the easier this whole process will be. Once the date has been decided, send a ‘save the date' email - you want to make sure everyone knows about it, if there are quite a few ‘can't make it' replies, this gives you a chance to change the date before anything has been booked.
Find out how much money is available to spend on the party; this will determine the type of Christmas party you organise. Keep in mind the type of organisation you are and the personalities of your co - workers, the style of party you want may not be what the whole office wants.
Depending on your company size, budget and location, there are a range of Christmas party routes you can go down.
Shop around for a venue available on your dates and within your budget.
Whether you decide to go formal, wintery or ‘out there’, theming is key for venue decoration and letting everyone know what to wear!
The food at a Christmas party can make or break the happiness of your guests (especially if they’ve paid for a ticket).
The dreaded drink distribution all depends on your budget. There are two options:
Music is the obvious one, depending on whether you want a live band or DJ, the search is also a make or break for the party. Some venues may have a resident DJ in for Christmas helping your process along. For package deals, before you book find out if they come with our without entertainment and what type of entertainment, if offered.
Additional popular entertainments include table to table magicians, casino tables, cabaret/circus act and party games.
Especially with big companies, mixing colleagues is a good way for everyone to branch out of their departments so mix up the seating plan a little. If you’re going to do a seating plan name cards are also a good idea!
Key to knowing guest numbers, sending out invites or selling tickets is an important follow up to your initial ‘save the date’ email. Make sure tickets/invites are attractive and theme appropriate and include date, time, theme, RSVP (for invites) and venue address – all obvious but incredibly vital!
One handbook that entails everything you need to know about the event. Include a complete breakdown: who, what, where, when with all contact names, numbers and email of everybody involved. Also enclose menu, seating plan and similar documents if you have them. Don’t forget to send a copy to everyone involved!
Need the checklist on the go? Print our condensed version with just the main points.
As mentioned above Jurys Inn offers Christmas party services and venues in our hotels across the UK and Ireland, take a look at our locations and brochures here!
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