How To Plan An Office Christmas Party Throughout the Year
For most Christmas party planners, the New Year is the time to start planning their 2011 office Christmas party itinerary. They'll be busy gathering ideas for next year's superb office Christmas party and making lengthy lists for enquiries they have to make. If you are choosing to create your own Christmas party, instead of hiring an organiser, start thinking like a Christmas party organizer by carefully planning and organising your event throughout the year. It will ease the stress off you at Christmas time, so that you can enjoy the party, rather than fret over it.
Winter (New Year) – The start of a new year as well as the beginnings of ideas for the office Christmas party. Gather xmas party theme ideas from colleagues and collect information about what they felt was good and bad about last year's party, as this will help inform your decisions. You could pass around the office an informal survey asking them these questions, or have an informal meeting, or simply ask co-workers. After gathering ideas, you could narrow down your employees ideas to a few and vote upon them, to discover your 2011 xmas party theme.
Spring – Start enquiries about venues, entertainment and food. If you start early, you can take your time to compare prices and still have time to get the best deal. Make sure by this point, you have narrowed down a date for your Christmas party by asking the staff what dates are best for them and you know around what numbers plan to attend.
When discussing venues, take notes on table sizes, number of bars, size of venue and dance floor/stage to inform your decision.
Summer– This should be the time when you are booking your venue, entertainment and caterers. At this point, you should also be organising timetables for entertainment and the meal, so that everyone involved knows when they are required. Also design your invitations, which can be professionally made or home made. They must state venue, time, food options, and dress code as well as include a reply form. You can also include a map in each invitation.
Autumn – Time to send out invitations and menu options. With the invitation, send out a form which states menu options (i.e. vegetarian, wheat intolerance etc) and ask to have returned by the stated date. Make sure you have sent the invitations out to everyone, including any extra guests (i.e. partners). Keep a list of people attending and those not. Make sure it's updated regularly. Then when you know how many party guests you have, inform caterers and venue of numbers and any dietary requirements. Next organise the table layout and where your guest's will sit with the venue's events organiser. The venue's employee will have a good idea of what will work best for your xmas party. Think about a welcome desk with a sign in point (in case of emergency).
Moreover, autumn is the best time to purchase decorations for your venue as at this time of year they are often cheap. Buy decorations that fit with your theme or that fit in with Christmas. Also organise any transport needed and get numbers.
Winter – You'll be dealing with last minute eventualities and decorating your venue at this point. Decorating is definitely the best part of organizing a office Christmas party, and is probably the most relaxing part!
If you are interested in shared or exclusive office Christmas parties, have a look at www.christmascorporation.co.uk
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