How to Nail Your Christmas Party in 11 Steps

You're not alone if the prospect of planning the company Christmas party fills you with terror.

It’s an important event that everyone will be looking forward to and much like a wedding it goes without question that your festive guests will be expecting something really special.

So don’t let the stress get the better of you; take a step back and make the right preparations to ensure your own festive event goes smoothly and that everyone has a great time they'll all fondly remember.

The trouble is, most people leave it too late and then a mad rush ensues finalising plans at the last minute whilst we battle it out with all the other last-minute planners, trying to grab the last few remaining spots worth booking be that tables in a restaurant, an area in a bar or an entire venue.

Speaking from experience, and as experts at Christmas party planning, it’s never too early to make preparations.

If you’ve been tasked with the role of making it happen, and especially if you’re one of those people who has little or no experience in planning a corporate event then why not let us help make life easier for you with this comprehensive breakdown of every step and provision one should account for.

Failing all else, just give our Corporate Events team a ring and we'll do it for you!

1 - Plan and set the date

We can’t stress this enough, but with Christmas being probably the busiest time of the year for even the most conservative of calendars, you should lock in a suitable date as early as possible to give people a chance to plan around the event as opposed to trying to squeeze it in alongside other Christmas gatherings.

Also, a day closer to the weekend will allow people the chance to really let loose and ideally a Friday so people won't be worried about having to come to work the next day whilst suffering the mother of all hangovers.

Online date planner

One way to manage the general consensus of available dates is to use an online date planner like Doodle to give everyone the chance to pick their favourite choice thus helping you to weigh up consensus.

Then once you've landed on a suitable date it’s worth sending out a “save the date” calendar invite to ensure maximum turnout and minimise dropouts.

Dietary requirements

It’s also a good idea at this point to get an idea of dietary requirements or allergies; the vegan movement is gathering pace so don’t be surprised if not everyone is ready to dive into roast turkey and pork stuffing, or fillet of beef with foie gras butter.

2 – Party budget and contingent

Be under no illusion; your budget is the one factor that determines the profile of your event, and you’re bound to blow that budget in the first iteration of your party plan.

There’s a lot to account for and prices vary dramatically; from the choice of which location and type of venue, whether you’re serving expensive Champagne or cheaper Prosecco, and the type and quantity of food.

Set a ballpark budget and contingent

Speak to whoever holds the purse strings and have a proper conversation with them about the available budget to spend and where it's likely to go.

This is a little bit of chicken/egg as you’ll need to know roughly how many people are likely to attend plus an approximate idea of the target cost per head. So it helps to do a little homework first to give you something to take into your meeting; your objective here is to secure a ballpark budget figure with % for contingent.

You’ll always spend the money you have available and when your DJ cancels at the last minute requiring a more expensive backup, or the taxi transfers from the office to the venue seem to spiral in cost, you’ll be pleased you’ve got it covered.

You don’t want to build the most elaborate plan with ice sculptures and teams of staff serving luxury Christmas-themed hors d'oeuvres and vintage bubbly only to be knocked back on cost. You'll also struggle to negotiate effectively with a venue if your budget is too vague.

Assess expectations

Furthermore, how you spend that budget is intrinsically linked to the expectations of your audience, and not just the quantity of people.

The Christmas party is the last event of the year where staff will have the chance to let their hair down and really have fun but it helps to account for as many people as possible.

The event is a show of gratitude and thanks to all employees for their hard work through the year and whilst a successful execution will impress your seniors, the party is not being held just for them. Consider the company culture and the broad majority of demographics and plan accordingly.

3 – What type of party is on the agenda?

You’re spoilt for choice when it comes to categorising your event and many factors come into play. Not least your headcount and budget, but theme and venue are key factors.

Is this a boozy lunch or a full black-tie affair?

It’s not uncommon for a smaller organisation to settle for a decent local restaurant within walking distance of the office. At the same time, larger firms are unlikely to have this as an option and will require a bespoke venue plan and a completely different roster of entertainment.

By now you will have decided on whether you’re just entertaining staff, or if you’re going to invite suppliers, clients, husbands and wives or partners, and with a reliable headcount in mind plus that ballpark budget figure you've confirmed you can start to consider possible options available to you.

Bespoke party plan

You take complete control over the budget and plan liaising with suppliers, and venues and taking responsibility for everything from theme, menu, music, invites and catering.

Your choices are virtually endless if taking this route and can include anything from a trip bowling, perhaps going ice skating, axe throwing, or maybe even a cookery workshop or escape room. This is all before settling down for something to eat and finishing off with an entertaining evening of cocktails, dancing and music.

Packaged Christmas party

This is where all the hard work is done for you, from theming to menu and entertainment. This also depends on the number of people you’re inviting. If you’re after an exclusive and private event you can opt for a suitably sized venue with a set course menu and entertainment.

For smaller companies that would like some atmosphere, you can also opt for an event that will see your guests mingling with lots of other companies and booking tables within a much larger venue. This can prove to be a very cost-effective way of laying on a high-quality bash for your staff, and it's also a great chance to network. Your job then would simply be to send out the party invites and watch from the sidelines as all the hard work is done for you.

Outsource

There is a third route and that is to contact an events company that specialises in corporate events and parties. Gong this way, you can simply select what’s important and allocate the budget.

Expect to pay a little more for the trouble as the service doesn’t come free, but the logistics, complexity and difficulty of planning a larger bash can easily outweigh the cost, and being able to rely on experts to make your party run like clockwork can sometimes be the best way to proceed. You'll also find a fairly extensive choice of activities and add-ons that you'd otherwise perhaps not be aware even existed!

4 - Venue selection

This is often the biggest challenge. Leave it too late and you’ll be struggling to get tickets to the local Ritzy so unsurprisingly the earlier you make plans the easier it becomes to secure your first choice of venue.

Contact possible venues

So by now, you’re building an idea of how far your budget will stretch, and you’ll be considering the approximate cost per head and what this will include, armed with this information you can now contact venues and request quotes.

Again, the larger your company, the benefits of using an external party planner become clearer as things start to become very complicated and costs can spiral. It’s also common for venues to have their own in-house Events Manager(s) to help you plan so do your research and make contact with the venues to try and build a shortlist of suitable options.

Make provisional reservations

If you’re ahead of the game with the luxury of time you can often make provisional bookings with several venues before having to pay any kind of deposit and making a commitment depending on the type of event you’re hosting and whether you're in or outsourcing, it makes sense to arrange a site visit.

This will help to visualise things better and to establish any constraints or limitations be this for the purpose of theming, accessibility, fire escapes, staffing arrangements, furniture and even the post-party clear-up. Don’t leave all of this to the last minute in case you need to source a new venue or recruit an entire team of waiting staff.

Book for minimum headcount

You may find it a good idea to insure yourself against the inevitable possibility of no-shows and to make provisional bookings for a minimum headcount allowing for finalised guest numbers to be provided later on.

The venue will be keen to receive a deposit for the event so before any money changes hands it’s important to get all the facts straight and to protect yourself from any unexpected headcount changes in either direction. This is also your chance to try and identify any hidden charges say for example if there are any drink budget allocations that are exceeded, or extra charges for security, cleaning, or any guests staying over decide to charge room service in the early hours.

Negotiate

Most venues have revenue targets to achieve and they'll be keen to reach these targets earlier in the year. As such there is often some flexibility within the price depending on numbers and the size of your event.

Don’t be afraid to push back on costings; negotiation is a skill and can be poorly approached without practice, but if you don’t ask for flexibility in pricing you won’t receive any discount. Therefore, the earlier you approach the issue the better your chance of receiving preferential rates. The closer you get to Christmas, the better venues will be getting booked and the motivation to offer discounts will soon disappear.

Release unwanted reservations

Once your venue has been confirmed and contracts signed you should cancel and release any other held bookings. This is not just a courteous thing to do, but importantly making apologies and cancelling at the first opportunity will make sure you avoid tarnishing your reputation and that of your company.

After all, you may need them next year. At the same time, it's advised to delay making any final commitment until you’re as certain as you can be about the suitability of your venue to accommodate your needs around theming, food and drinks.

5 - Theming

A Christmas party without a theme is like a theatrical performance out of costume. Your theme will set the scene from start to finish. It will help build excitement pre-event, and be the cause of many laughs through and beyond the event. Even if fancy dress is not on the agenda, you can still theme a party to make sure everyone feels like they’ve entered an imaginary wonderland to remember.

Theming

Popular Christmas themes include, amongst others, Film and TV, Music, Mythical Creatures, Masked Ball, 20’s jazz, 80’s pop or good old pantomime. The choice is endless but whatever you choose make sure this forms the basis for your entire event and give everyone plenty of time to plan their attire.

Site visit

List out each step and stage of your event, and everything that you might associate with this theme to make sure you leave nothing out. Having performed a site visit and taken photographs you’ll be better equipped to plan things properly; from the invites themselves, entrance theming to welcome your guests, staff and costumes, menu and drinks choices, music and entertainment.

Outsource theming

Depending on the size of your event, your theme may be simple to organise, but there is always the option to outsource theming either to your event party planner or even a specialist theming company to help with ideas and make the appropriate arrangements.

6 - Festive food

Do not underestimate the excitement around food and if you're pulling out all the stops and feeding your guests a full slap-up meal, your Christmas party menu will have the full attention of everyone's appetite. It’s the one thing people will be looking forward to and will often tip the balance between a good and a great event.

Menu

By now you’ll have an idea of people’s dietary preferences and theme, so now is the time to establish your menu. Again, the venue or party planner can help with this but if you’re outsourcing catering now is the time to put out the phone calls to discuss options.

This includes any nibbles you intend to serve upon arrival, and right through lunch or dinner courses and dessert. Don't forget, anywhere you can apply your theme to the food will really add to the detail.

Equipment and food sampling

If you’re opting for in-house catering you’ll save money as all the equipment will likely already be on site, although you’ll have less choice over what to serve. As such, it’s well worth taking time to sample the venue's food at this point. There’s nothing worse than looking forward to a slap-up three-course meal only to be met with sub-standard produce and sloppy presentation.

The same goes for external catering; you will have far greater choice as to what you serve but the quality of your food is absolutely key as your guests have been looking forward to this meal for months. Scope out the options available to you and proceed accordingly.

Method of serving

Depending on the style and theme of your event, how the food is served should also be taken into consideration and may also impact your budget. Buffet food is a cost-effective way to keep costs down for staff, and at the same time, a fixed course with table service can keep things simple. Compare the options and relative costs and try to visualise how this will play out on the day.

7 - Drinks

Believe it or not, alcohol is not at the top of everyone's list! That said you'll have plenty of guests that won't consider it a party without a substantial flow of booze. So do pay extra special attention to the drinks menu for both sides of the fence.

Alcohol or alcohol-free?

Rather than force-free poured spirits down everyone's throat to get people drunk, try to incorporate some non-alcoholic options for those who wish to skip a round and for others who have woken up to the benefits of abstinence. Let people take their pick; your guests don't need to be slaughtered to have a good time.

Theme your drinks

Alcoholic or not, theme your drinks - this may include winter-themed drinks, Christmas cocktails/mocktails or a festive punch.

Method of serving?

How are drinks to be served? Will you leave this to the bar, employ waiting staff with trays and Christmas hats to mingle, or do you pursue the dangerous option and install a self-serve bar? It all depends on numbers and of course that budget. With a bespoke-themed venue, it can sometimes work to install a separate champagne bar, gin bar or beer/cider tent. Pre-serve bottles of wine to the dinner tables accounting for a certain number of glasses per guest and perhaps some backup stock for any particularly thirsty tables.

8 - Choosing the music

Not everyone wants to dance, but you can be sure that it’s going to happen so it’s a good idea to consider the majority demographic of your attendees and try to plan a playlist that works for most and not just for some.

Scope out your music acts

Depending on the size of your venue, you may need to make additional provisions for music to be played in other areas perhaps any outside space, separate bar areas or the lobby.

You may therefore settle for the venue’s choice of entertainment but if arranging a bespoke or semi-bespoke event that allows for your own choice then now is the time to scope out a DJ, live band and any other musicians. You may wish to start the party with Christmas-themed music playing in the background before moving on to something more dance-oriented with a DJ and sound system.

Maybe you opt for something more civilised with a harpist playing in the lobby as people arrive before a live jazz band and singer performs. Either way, try to link this up with your theme and the type of event you’re trying to arrange and plan accordingly. Don't forget to keep with the theme and make sure that wherever your guests are they’ll feel entertained.

PA Equipment

It’s great to have a top local DJ lined up, or a local band playing a set, but if they’ve not priced or planned for equipment and your venue isn’t geared up for live acts you’ll be caught short. Plan ahead and make sure either your suppliers are providing suitable PA equipment, or if you need to hire in then now is the time to obtain quotes.

Don't forget to make sure there is provision for a microphone to make any announcements or speeches later in the evening.

9 – Christmas party entertainers

You may not have the budget to hire David Blaine to attend with a 200-metre crane and hoisting equipment for his magic glass cube act, but your entertainment be this casual performers or headline acts can make or break the night providing great distraction and sometimes necessary ice-breaking power. They can also give people something to talk about long after the party.

Add on entertainment

Go back to your theme and consider appropriate types of entertainment. This could include anything from a juggler performing in the entrance lobby, to card magicians walking around the party, and circus performers breathing fire on the terrace.

You could also consider installing some kind of equipment to give people something to do whilst they’re mingling and enjoying the party before/after food. The venue may have pool tables and board games but there’s so much more you could consider from arcade machines and pinball to bowls, giant Jenga and fun fair popcorn vending.

The main event

You may also wish to plan a crescendo performance to really top things off such as a firework display, headline performance act from a singer or comedian, or a visit from Santa himself! However, whatever you decide on make sure you employ and vet your supplier to be as certain as you can be that they really will stand up to expectation.

10 – Award ceremony, speeches and thank-you

Your party is the one opportunity of the year when everyone is together in one room and feeling in pretty good spirits. So use this as your chance to say a little thanks for your staff’s hard work through the year. Now is the time to get that message across so do try to incorporate this into your Christmas party plan.

Awards

If any awards are being given out you should make plans early enough to ensure any prizes, trophies or keepsakes are on hand and kept safe and ready for distribution on the night.

11 - The devil is in the detail

No matter the size of your event, it’s the detail that really makes it go off so do take time to put some thought into the festive extras and to make sure your party is as memorable as it can be.

Theming communal areas

Decorate and theme communal areas and washrooms; this could include Christmas-themed decorations, hand towels, and festive flowers, and for an extra special touch why not hire a restroom attendant for that added touch of class.

Cloakroom

Rather than have big winter coats adorning all the available seating why not install a cloakroom, or make sure your venue can handle a cloakroom facility for you with a well-staffed and efficient drop off/collection of your guest's outer garments.

Security

Depending on the venue and size of your Christmas party, a security presence may be essential whether this be to secure the entrance from gate crashers or to be ready and on hand to diffuse any drunken spats or arguments between rival departments! There’s nothing worse than somebody having too much to drink and picking a fight with their manager; it ruins the party for everyone else so do make sure you’ve got this covered.

Photographer

A decent photographer will be well worth the money as you’ll be able to capture your night and all its shenanigans in full glory. An extensive stock of photographs from the night not only gives you an endless reminder of the event but your marketing team will be all over it with plenty of ammo for all channels be this a social media post of the event, blog content, internal marketing comms or to help arrange next years Christmas party plan!

Videographer

Again, good quality video footage will last a lifetime and provide plenty of basis for social media. A good quality editing of your Christmas party has so many uses.

Table treats

Being Christmas, if you're sitting down for dinner then don't forget your crackers! Society has come to expect a completely useless cracker prize so if budget permits you could up the stakes with the quality, but this can quickly add up. Failing the posh cracker, what about a few festive chocolates or some sprigs of mistletoe around the dining table?

Goody bags

These are a fantastic way to send people home with a real and lasting memory of their night, and they needn’t cost the earth however please whatever you do, don’t cut corners and raid the stationary cupboard for company-branded post-it notes and clicky pens that everyone already has in their pedestal drawer. A goody bag should be special, so try to make it purposeful with Christmas-themed sweets, chocolates, and even mini bottles of spirits or champagne.

They'll appreciate the effort.

Your carriage awaits...

Small companies may cope with a couple of taxis booked in advance to transfer your guests between the office and venue, and then home afterwards, but larger events may take a little more planning.

Getting to the party

Consider hiring a coach company to transfer people in bulk. Go one better and book a party bus to transfer your guests in style with an onboard bar and music!

Getting home

It’s a good idea to consider how people may be planning to get home especially if you’ve chosen a remote venue with a limited choice of transfer so do the hard work for everyone by having the same coach on hand, or by providing a comprehensive list of local taxi firms and encourage people to make a booking in ample time of the party. December is a very busy time for taxi operators and calling one on the night expecting a pick up in 20 minutes is never going to happen.

If time is running out and you would like to get your festive plans booked, get in touch and let's have a chat!