Tips to Plan the Perfect Office Christmas Party

Hosting a Christmas party for employees is a wonderful chance to improve morale and end the year on a high note. There are numerous options for how a company can throw a Christmas party; there is no correct or incorrect way to do it! Ultimately, the occasion should be enjoyable and free from work-related tension, show appreciation towards them, and provide an opportunity to engage in team-building activities and bond over delicious meals.

Whether you’re planning a casual gathering with gourmet sandwiches and canapés or aiming for a grand event to make a lasting impact, the tips in this blog will assist you in organising a hassle-free and prosperous office Christmas celebration.

Gain Insights

Before you begin planning, gain insights from your employees on their preferences for the Christmas party. Enquire about their expectations for a corporate holiday party. The ideas and recommendations from your employees will be extremely beneficial in planning a company Christmas party that everyone will enjoy.

Create a company-wide poll to determine the preferred date for the event. Keep in mind that you cannot take into account everyone’s convenience, so it is typically better to follow the decision of the majority when selecting your date. Ideally, you would prefer to host the party in the last working week before the Christmas holidays begin.

Decide the Budget

Once you have a general idea about your party, you have to determine the budget allocated for the event. It will dictate the scope of your event, including the location, decor, activities, and catering. After determining the budget for the event, you can develop a more specific outline of the expenses for each element of the party.

You must also address certain important aspects, starting with finances. Is there a fund for parties in your office? Could all the colleagues in the office contribute a small amount towards a more lavish celebration? Obtaining necessary financial information from the budget manager in your company is essential to avoid financial disasters by making smart money decisions.

Another important budgeting tip is to distribute the budget based on what holds the highest importance in your company’s culture. For instance, you may have to decide between a wide variety of food and entertainment or between a free bar and a live band. Invest most in what your employees prefer.

Lastly, it is crucial to set aside a portion of the budget for emergencies or unexpected changes. This could include last-minute cancellations, delivery problems, or errors due to miscommunication. Nevertheless, you must be prepared to arrange backups.

Choose a Theme

This might not count as an essential step; however, a theme will contribute to the celebratory atmosphere and enhance the memories of your event. A theme will also provide inspiration for the invitations, decorations, activities, and small touches that guests will recall. Winter Wonderland, masquerade, Great Gatsby, and Grinchmas are some excellent Christmas party theme options. You can also host a dress-up party with employees dressed in their most ugly Christmas sweater or come as holiday characters such as Santa, snowmen, elves, or reindeer. Having everyone join in will provide numerous excellent photos to remember your event!

After choosing a theme, make a list of necessary decorations like a Christmas tree, lights, lanterns, drapes, garlands, table decorations, etc. Additionally, think about making posters or garlands that match the theme. Don’t overlook the importance of the background music at your Christmas party, as it will greatly influence the overall outcome.

Determine the Style and Dress Code

Parties typically fit into three types: a stand-up cocktail function with finger food, a sit-down buffet with options such as a carvery or BBQ, or a formal plated sit-down meal. Based on the theme of your party and planned activities, it may be helpful to recommend a particular dress code for your employees. Establishing a dress code will also prevent people from stressing out about what to wear to the office Christmas party.

After selecting the type of event, you can begin to explore different venue choices, which is the next tip on our list!

Select the Venue

You’ll likely have to reserve a venue well in advance because restaurants and buildings can quickly get fully booked during the holidays when other businesses are also trying to secure reservations. There is a wide variety of venues available for selection, such as bars, restaurants, clubs, function rooms, studios, penthouses, gardens, rooftops, and more.

In general, look for a venue that is easily accessible to ensure convenient travel for guests. It is crucial to enquire about the terms and conditions of the venue right from the beginning. Ask questions like what time you can check in and depart, what the capacity of the venue is, whether there is an audio/video setup that comes with the venue, etc.

Another option is to reach out to the venues your company has used before. Compile a list of preferred venues and reach out to the managers to explain your Christmas party plans clearly. After narrowing down your options, visit the locations and capture photos for future reference when organising the decorations and entertainment. After that, you have the option to either place the venue on hold (by enquiring with the venue manager) or proceed with booking it immediately.

Alternatively, if you have a strict budget or think your employees would rather stay in one convenient location, you can organise a comfortable and enjoyable party at your workplace! By using the appropriate accessories, you can turn your office into the perfect party station.

Travel

While employees can travel in private conveyance, the company can also offer a ride from the workplace to the venue. Hiring a private minibus or bus could be a wise investment for a large group.

Explore Catering Options

No celebration is complete without a delicious variety of Christmas party snacks and beverages. Festive treats such as sugar cookies and candy canes, as well as traditional party food like chips and dip, are an excellent beginning. Hiring an outside caterer is always a possibility. Nevertheless, a lot of places provide on-site catering, which is typically the more budget-friendly option. You can simply choose the menu and allow the venue staff to work their magic.

The success of catering heavily relies on the budget you have allocated. You have the option of choosing a multi-course meal, a buffet, or simple finger foods. In addition to the invitation, make sure to request your co-workers to specify their dietary requirements and possibly even have a say in choosing the beverage for the evening. You have the option to choose between having an open bar or just offering the drink of the night and soft drinks for free.

Confirming food allergies is also crucial. It is essential to be aware of your guests’ dietary needs while organising a menu. Not paying attention to detail in planning the menu could lead to an employee not being able to eat the catered food, which would be extremely disappointing. It is crucial to provide gluten-free, vegan, and vegetarian choices if you opt for a buffet.

Entertainment

To encourage your employees to enjoy and unwind, set up a photo booth to capture wonderful moments of your employees bonding. Fun holiday props can be added to pose with as well. In terms of music, a classic Christmas party can never go wrong with a list of traditional holiday songs. However, pop music is the ideal choice for creating a vibrant environment.

Trading presents is another great way to add some holiday spirit to your gathering. Secret Santa and White Elephant are two of the most well-liked gift exchange games. In Secret Santa, everyone must purchase a present for a co-worker whose name they select from a hat at random. In White Elephant, participants draw numbers from a hat to select a surprise gift or take one chosen for them by another person.

Create an Itinerary

Creating a schedule for the visitors guarantees that all details are addressed. Providing guests with specific times and venues, along with a contact point for any needs during the event, relieves stress from the host and enables guests to fully enjoy the occasion. Having both digital and physical copies of it readily available is typically beneficial. Your event itinerary should consist of the schedule of the event (beginning and conclusion, the timing of entertainment, speakers’ names, food, speech timeframes, etc.), details of important contacts, supplier information, and details of the venue manager.

Send the Invite

Once you have booked your venue and decided on the theme, ensure you inform the employees of the party details ahead of time. During the busy holiday season, it is important to provide your employees with a minimum of one month’s advance notice regarding the date, location, and activities planned for the event.

For formal parties, it is preferred to send a sophisticated invitation in the mail to your employees. If your event is less formal, you can simply draft a nice invitation and send it through email or another common communication platform used in the workplace.

Include essential information on the invitation, such as the party’s location and time, suggested dress code, and planned activities for guests. Including contact information in case of any event-related queries, whether it’s your own or a team member’s, can be beneficial.

Final Thoughts

A company holiday celebration should not feel like a burden. You can host an excellent office Christmas party that will excite your employees by setting up an environment where they can socialise and have fun together. Take your Christmas party to the next level by following these tips and creating a theme, giving gifts, savouring tasty food and treats, and reminiscing about your year.

If you still require additional help in organising your office Christmas gathering, feel free to reach out to our experts at Daniel Lay Event Services.