Corporate Christmas Party Planning Checklist
It’s a little overwhelming, isn't it? But it doesn't have to be! Christmas is supposed to be the most wonderful time of year. Yet you’re out here, running around trying to organise a corporate Christmas party that blows the socks off last year’s. There’s no need to last-minute rush-book your local office boozer. This year we’re stepping it up and so are you…
From invites to itineraries, we’ve got it covered and if there’s just one thing you take from this reading this, let it be the following
“Start planning your corporate Christmas parties in Spring and Summer” - says Chris, Director of The Fold events.
Nab the hottest London locations early, get first dibs! As a result, you’ll end up choosing from a much wider pool of venues. The same goes for caterers, event planners and pretty much everything else, from entertainment, decor and of course the date.
What’s more, you’ll even have the chance to book your event with The Fold event planners, wowza. Your one-stop shop party planner will have the Christmas event of your office’s dreams. And if you don’t have the faintest idea about party planning or where to start we’ll help with that too. Your staff Christmas party ideas pool may have dried up but we’ll always bring something new and fresh to the table, keeping you all inspired.
Planning A Corporate Christmas Party
If you’ve been tasked with organising and planning the office Christmas party this year, congratulations! You are the chosen one and quite frankly, you’ve come to the right place for support. Here at The Fold, we know a thing or two about putting on a wow-worthy Christmas celebration.
If you need help planning your corporate Christmas party or fancy bringing in the big guys (us), to bring your event to life our party planning checklist is a great place to start.
1. Early Budgeting & Planning
So we’ve established that Christmas party planning is best introduced spring-early summer time. This ensures minimal stress in late November-December. But if you do find yourself scrambling about in December for venues and caterers and need some backup, we’re here. Reach out to us and we’ll explore all the options for a speedy Christmas bash in no time.
Anyway onto the fun stuff - the numbers. Speak to the big boss to get an idea of the budget you have been allocated for the big day (then double that, joking…). If you find your boss completely MIA upon any mention of budgets, set your own and get it approved, they might appreciate the initiative and APPROVE, APPROVE, APPROVE! Remember there's the venue, food, drink, entertainment and decor to consider here.
Ahead of selecting the date and venue, it's important to consider what kind of event you’re holding and what kind of food needs to be considered. Choose from a seated dinner, drinks and nibbles party or just a drinks reception. Then there's the catering: Lavish sit-down dining consisting of a three-course meal, informal buffet, delicious Christmas dinners, festive party food or elegant canapes. These could take shape in a seated dinner, a drinks and snacks kind of party or just a simple drinks reception. Seated dinner vs standing nibbles will impact your venue choices as you’ll need a lot more room for a seated meal.
2. Choosing The Date & Venue
Make sure to pick a party venue and date that fits in well with the work diary and send out a save-the-date email as soon as your venue and date are confirmed. This means you’ll have the maximum amount of attendees come event day.
You’ll want to pick somewhere close to the office for a Christmas party venue - or at least somewhere in the same city. Remember to keep in mind the budget and of course the party size (remember to include plus ones in the headcount if they are invited).
Of course, if you’ve gone down the route of using an event planning company, they’ll take care of all of this for you. They’ll work in line with your office schedule and dates that work best for you. You’ll be presented with a selection of carefully selected venues for you to choose from. taking into consideration party size, location, access, etc.
3. Selecting Your Caterer: Food & Drinks
Occasionally venues will already have their own preferred catering and bar supplier. If that’s not the case, The Fold events will help source both food and build you a bar along with waiting staffing should you need it.
Think delightfully delectably moreish nibbles or flamboyant four-course meals both say “we appreciate you” (that along with an open bar of course). If you’re looking to enjoy carefully curated cocktails or a bar flowing with exquisite wine, unique craft beers and spirits, The Fold will have your bar dressed and stocked accordingly.
As your event planners, we’ll work with you when it comes to curating a menu everyone will love and be able to enjoy. The Fold will create the perfect menu of food and drink, bespoke to your event.
4. Christmas Party Entertainment & ThemE
If there's a specific group or individual you want to help you host it's essential you get them booked in as soon as you have your event date and venue confirmed. Otherwise, you’ll want to decide on theming and event entertainment at around the 4 months to go mark. Think dress-up, DJs and musicians, speakers, photo booths, activities, etc.
5. Itinerary & Invitations
Have your event itinerary finalised and your formal invite sent out so your event is locked in with the entire business. Remember to include RSVPs if you need them and an option for guests to inform you of any dietary requirements.
Your caterers will usually check in with you regarding the final arrangement for your menu around this time too. Make sure you confirm dietary requirements with your guests and pass these on to your caterers here too.
When it comes to finalising the itinerary, think speeches, award ceremonies, presentations, activities, drinks reception, opening of the dance floor etc.
6. Preparing for The Main Event
As the Christmas party fast approaches, ensure you have the final checks in place. Collate guest confirmations if necessary, promote your event internally to build excitement and start thinking about the actual event day. Decorations, logistical checks, speeches written, itinerary run-throughs and activity prep all need to be organised prior to the event.
When it comes to the main event, if it all gets a little too much in anticipation, The Fold events can handle all of the above, plus help you manage the event day too. Speak to us directly and together we’ll discuss exactly how you want your Christmas event to unwrap. Reach out to us today!