It seems like only yesterday that we were all packing away the tinsel and tree from 2023. So, I get that thinking about Christmas may not be at the top of your wish list…but if there’s an office party to plan, now really is the time to start.
Here’s a little reality check: most Christmas parties are in early December. That’s only 9-10 weeks away.
If you’ve been tasked with planning the annual Christmas office party, I want to give you an early gift. In this blog, I’ll be setting out a 9-step plan for organising your party, including everything you need to think about and arrange. To make things even easier, you’ll find a quick-print checklist at the end.
Step 1: Pick a date
The sooner you can lock in a date the better. Doodle is a great free tool for checking staff availability via a poll system. Once you have a date, get an appointment in everyone’s calendars. Don’t worry about details, you just need to block the time out.
Step 2: Decide on the 4 T’s
Choosing exactly what to do for your Christmas celebrations doesn’t have to be a headache, it’s as simple as defining these 4 T’s:
Time – Will it be a lunchtime, evening, or all-day event?
Theme – What will your party feel like? What is most important – food, entertainment, music, etc.
To-do’s – In addition to a meal/drinks, will there be an activity like an escape room, craft course or team-building event?
Transport – Whilst you may not need to provide transport, it’s worth thinking about how people will get to your party. Is your office in a town or city centre, near transport links or will you need to consider people’s access?
Don’t be afraid to reach out to team members to discover what people want.
Step 3: Set the budget
Decide on either a price per head or a total cost. If there are multiple elements, like a meal and activity, decide on an allocation or weighting for each part.
Step 4: Pick a party planner
If you haven’t already assigned lead party planning to a staff member, now is a good time to do so, as it’s when the admin really steps up.
Step 5: Choose a venue and make the booking
Create a shortlist of venues and request details of costs and menus. Once you’ve chosen, secure your booking according to the venue’s requirements – a deposit is often needed.
Step 6: Update the event details
Now that you have your booking, add details to your existing calendar appointment including venue, timing and key information like dress code, transport, and whether partners are invited. It’s a good idea to tie this in with requesting information for step 7…
Step 7: Collate attendance, menu choices and dietary requirements
This is probably the part of planning most people don’t enjoy – collating and tracking everyone’s choices. However, a good spreadsheet can help move the task from headache to harmony. You want to note down:
- Attendance (don’t forget to record non-attendees too so you don’t chase them for not replying later on)
- Menu choices
- Dietary requirements or allergy information
Provide this information to the venue by their deadline or before your party.
Step 8: Last-minute preparations
A few days before your party, it’s a good idea to remind everyone of arrangements and what they’ve ordered. I always print off a few copies of the spreadsheet to take with me on the day too – it saves any confusion or discussion over who ordered what.
It’s a good idea to check in with the venue too and ensure they have all the information required and that all payments have been made or are scheduled.
Step 9: Enjoy!
Don’t forget that whilst you may be the organiser, this is your Christmas party too. With all the planning having been done in the weeks before, make sure you enjoy all your hard work on the day.
There’s a handy checklist covering all of the above at the end of the blog. However, if even the thought of party planning fills you with festive fear, don’t worry – we can help!
How hiring a VA can take the panic out of party planning
Planning an office Christmas party is 99% admin – contacting people and venues, noting down options, organising logistics and making appointments. It’s all the tasks that a virtual assistant does each day. It’s no surprise then, that we know a thing or two about organising events and parties.
If you want to take the hassle out of hosting this Christmas, get in touch now to task us with organising your party.
One last thing: don’t forget Christmas gift buying and sending cards
Whilst we’re on the topic of Christmas, don’t forget the time it takes to organise seasonal corporate gifting or cards. At Christmas, many firms send out a gift or card to key clients, team members, contractors, stakeholders or partners.
Choosing gifts and cards and arranging purchase and delivery all take time. So, alongside your party planning, it’s a good idea to get ahead on this. Again, we can help. Just let us know if you’d like us to handle this task for you.
Christmas Party Planning Checklist
As promised, here’s that to-do list ready to copy and paste or print:
1: Pick a date & send the calendar invite ▢
2. Define timing, theme, activities & logistics ▢
3. Set a budget ▢
4: Pick a lead person for planning ▢
5: Choose a venue and make the booking ▢
6: Update calendar event details with venue, timing, dress code, transport, etc. ▢
7. Record menu choices, attendance & dietary requirements ▢
8. Confirm everything a few days before – with attendees and venue ▢
9: Enjoy! ▢ (and maybe take a few pictures for marketing & social media) ▢
