Christmas functions and end of year staff celebrations are often the highlight of the season for many Australian businesses and groups. However, organising these events can be a minefield. Here’s 10 steps to follow for the ultimate work Christmas party.
#1 – Start Planning Early
The workplace Christmas party is a time-honoured tradition. It’s a chance for employees to let their hair down, celebrate the year’s successes, and build team morale. However, if the party isn’t planned properly (and early), it can be a disaster.
Don’t be the organiser who can’t find a last-minute venue, or forgets to invite the boss. To help your party go smoothly, it’s essential to start your planning a few months early. This will also help you save some costs, too. For example, see if you can get discounts on things like food or drink by ordering in advance or booking early.
#2 – Create a Budget and Stick to It
Whether you’re planning a Melbourne Christmas function or Sydney end of season celebration, it’s easy to get carried away when you’ve got the company charge card at your disposal. However, it’s important to understand your spending limit and stick to it.
Sit down with whoever is in charge of finances and understand the budget. Once you have a realistic idea of what you can afford, it’ll make the planning process a whole lot easier, with no nasty surprises.
#3 – Choose Multiple Dates
The end of year season is always hectic, and finding a date that works for everyone can be challenging. One way to ensure that the most people can attend is to choose multiple dates for your function. This way, employees can pick the date that best works for their schedule, and this will end up being the final date that is chosen.
#4 – Select a Theme
Let’s face it, a party is nothing without a theme! This is one of the most important decisions you’ll make in the entire party planning process. The theme will set the tone for the entire event and make the lead up more fun and exciting.
If you’re looking for the best 5 themes for your work Christmas party, they are as follows:
- A White Christmas: This classic theme is perfect for creating a chic yet festive atmosphere. Think sparkling lights, snowflakes, and plenty of white decorations.
- An Ugly Sweater Party: This tongue-in-cheek theme is perfect for office parties. Ask your guests to wear their ugliest sweaters and be prepared for some good-natured ribbing.
- A Hollywood Party: For something a little more glamorous, why not throw a Hollywood-themed party? Think red carpets, starlets, and paparazzi.
- An Island Paradise: If you want to escape the winter cold, why not transport your guests to an island paradise? This theme is perfect for tropical drinks and festive beachwear.
- A Victorian Christmas: You can’t go wrong with a Victorian theme for a more traditional Christmas party. Think holly wreaths, plum puddings, and carolers dressed in period costumes.
#5 – Send Invitations
If you want people to take notice that a party is happening, you need to send an official invitation to the event – this can be an email or meeting invite, or even a paper invite if you want to be a bit more fancy.
Include all the important details, such as date, time, and location. Canvass for RSVP’s and keep a track of them. Then, follow up with a reminder a few days before the event.
#6 – Is the Venue Accessible?
Of course, one of the most important considerations is finding a venue for the event. It’s important to keep a practical mindset when choosing a venue. Choose somewhere that caters to your requirements (food, drink, service, ambience) but it also needs to be logistically feasible.
Consider things such as: Is it easily accessible? Can people get parking? Are Ubers or taxis available? Is it easy to access at night time? Is it safe? When arranging a workplace party you need to ensure guests can get to and from the venue easily and safely.
#7 – Catering
Choosing the right catering company is important so that everyone is well fed and happy. Here are some things to consider:
- What type of food do you want to serve? Will it be a sit-down meal or finger food?
- How many people will be attending? Make sure you have enough food to go around!
- What is your budget? Catering can be expensive, so getting quotes from a few companies is essential before deciding.
- Do you have any dietary requirements? Many catering companies will be able to accommodate guests with special dietary needs, so just let them know in advance.
#8 – Organise the Entertainment
If you’re looking for something fun, consider hiring a local band or DJ. Or, you can hire a karaoke machine. Make sure to book your entertainment well in advance, so you don’t miss out on your choice – the best entertainers book out quickly.
#9 – Create an Itinerary
Having a detailed plan of what is happening and when can avoid any awkwardness or confusion on the day. It also allows you to make sure that everyone has a chance to participate in the activities and enjoy themselves. Furthermore, an itinerary can help to keep costs down by ensuring that only necessary expenses are incurred.
#10 – Prepare for the Aftermath
When planning a work Christmas party, you should also consider the potential for the aftermath. If you’re hosting it in your office, this means taking steps to avoid property damage, as well as preventing or mitigating disruptions to workflows.
One way to do this is by ensuring there is enough food and drink so people are not wandering around looking for something to consume! You’ll also need to have enough staff on hand to clean up any mess, and help with people who may have had too much to drink.
Planning and preparing for the party’s aftermath will help ensure everyone has a good time while minimising any negative impacts. By following these tips, you can be sure that your work Christmas party will be one that everyone will enjoy and remember for years to come.