Are you in charge of booking this year’s Christmas party? If so, here’s a 10 point step-by-step guide to help you.
1. The first thing you need to do is think about the theme of the party. Will it be for employees only or will you be inviting clients and suppliers? You may want something more formal for the event, in which case you may want to have a set dress code.
2. Once you’ve thought about the theme, you’ll be well on your way to deciding on the type of venue you want. You need to use this to scope out a few places and find out how each place would accommodate your party and if they provide any extras.
3. Before you finalise a decision on a venue, you may also want to consider what the plans are for the entire night. Will the party remain at the venue for the duration or would you prefer the option of moving on to other places later on? In other words, consider the location of the venues.
4. Now it’s the tricky part, making sure they have enough availability on the dates you want. You may need to be flexible for this, particularly if you have a large group. Think about whether a mid-week Christmas party is a viable option, as Fridays tend to get booked up very early. Leave it too late and you might end up celebrating your party in January!
5. Once you’re happy with the venue and you’ve cleared it with the purse-string holder, get it pre-booked. You may need to provide rough numbers for how many guests will be attending, although this is obviously subject to change.
6. Now it’s about being organised, so start a spreadsheet to keep all the details in – from who you’re inviting to who’s confirmed and what requirements they may have (see point 7). This will help you keep a rolling check on numbers.
7. So, now you’re organised, you can send out RSVPs to everyone on your spreadsheet. These should have all the details of where the venue is and the times people will need to be there for. Also, if your party is going to have food, send out menus with the RSVP to find out what everyone wants. The venue may have a deadline for getting this information, so make that clear on the invites.
8. By keeping your spreadsheet updated, you should now be able to confirm numbers and food requirements with the venue. While you may end up with the odd drop-outs and add-ons, the venue will be happy knowing what they need to do.
9. Confirm the booking with the venue and make any outstanding payments that are required. Some may ask for the payments on the day of the party, while some may ask for it all up front.
10. Ensure that all staff know what to expect. If clients are coming, then ensure they know what type of behaviour you expect of them and if they have any responsibilities on the day. Be prepared for last minute drop-outs and requests for others to come. Either way, make sure the venue is fully aware and okay with any changes you are making.
Above all, make sure you get the right Christmas party venue and have a fantastic time. Organising a corporate Christmas party doesn’t need to be stressful, so long as you follow these 10 steps.
And why not check out Revolution-Bars.co.uk to find out about excellent Christmas party venues near you? They can help plan memorable Christmas parties, whatever the size and theme of your group.