Yup, it’s that time of year again. Christmas is once again upon us, and this year – you’re it. You’ve been tasked with the unenviable job of planning and executing the company’s Christmas party.
From booking a venue to organizing a gift exchange with Corporate Gifts, there’s a lot that goes into making sure the party is a success.
But while it may seem like a daunting task, there’s no need to worry. Here’s how to organize a work Christmas party for an unforgettable event:
Before You Plan: Factors To Consider
1. Company Budget
As the party organizer, you must know exactly how much money you have to work with. This will help you determine how many people you can invite, what kind of food and drink you can serve, and what kind of entertainment you can afford.
2. Employee Count
Another important factor to consider is how many employees your company has. This will help you determine the venue size you’ll need to book and how much food and drink you’ll need to provide.
3. Company Culture
What kind of atmosphere does your company typically have? Is it more relaxed or formal? Do employees tend to socialize outside of work or not? Knowing your company culture will help you plan a party that is aligned with what your employees are used to and comfortable with.
4. Party Purpose
Before you start planning, it’s important to determine the party’s purpose. Are you trying to increase morale? Reward employees for a year of hard work? Or simply celebrate the holiday season? Once you know your goal, you can better plan activities and entertainment that will align with that goal.
Now that you’ve considered all the factors in planning a work Christmas party, it’s time to start planning!
How To Organize a Work Christmas Party: Step-by-Step
Step 1. List Out All Potential Venues
Start by listing all the potential venues in your area that would be appropriate for a work Christmas party. Consider indoor and outdoor locations, restaurants, bars, hotels, event spaces, or even private homes.
Of course, your chosen venue will be determined by your budget, the number of people you plan on inviting, and the type of event you want to throw. But it’s helpful to have a list of potential venues before you start narrowing down your options.
Step 2. Determine Your Budget
Once you have a list of potential venues, it’s time to start working on your budget. How much money do you have to work with? What kind of food and drink do you want to serve? What kind of entertainment do you want to provide?
Remember, your budget will be determined by how many people you plan on inviting. So if you want to invite more people, you’ll need to have a bigger budget. To organize your expenses, create a budget spreadsheet with all of your estimated costs.
Step 3. Create a Guest List
We’ve previously mentioned how important it is to know how many employees your company has. This will come in handy when you’re creating your guest list.
To determine how many employees and guests to invite, consider the size of your venue and how much space you have. You’ll also want to consider your budget and how much food and drink you can afford to serve.
Once you’ve determined how many people you can invite, it’s time to start creating that guest list. Include all employees – from the CEO down to the interns – and any other guests you want to invite.
Step 4. Iron out the party details
Now that you have a venue, a budget, and a guest list, it’s time to start ironing out the details of your party. This includes:
- Date and time
- Food and drink
- Entertainment
- Party favors
- Parking and transportation
Consider your employees’ schedules when choosing a date and time for your party. You’ll want to choose a date and time convenient for everyone.
As for food and drink, you’ll want to determine how many courses you want to serve and what kind of alcohol you want to provide. And finally, for entertainment, you’ll need to determine what kind of activities or games you want to include.
Organize the order of these activities in a schedule so that you can provide this information to your guests in advance. This way, they’ll know what to expect and can plan accordingly.
Step 5. Arrange the gift exchange
If you have a Secret Santa or another type of gift exchange planned, now is the time to start arranging it. This includes:
- Deciding how the gift exchange will work
- Making a list of rules
- Assigning names
- Creating a budget
To make things easier, plenty of online Secret Santa generators can help with the planning process. Apex Gifts and Prints also has some great corporate gifts if you’re struggling to come up with ideas for your colleagues.
Another option is to do a white elephant gift exchange. This is where everyone brings a wrapped gift, and each person takes turns choosing a gift from the pile.
The catch is that you can either choose to keep your selected gift or steal someone else’s gift.
Read More: A Comprehensive And Thorough Guide to Workplace Gift Giving
Step 6. Delegate responsibilities
Now that you have all the party details, it’s time to start delegating responsibility. This includes:
- Assigning tasks to employees
- Creating a timeline
- Distributing the budget
- Making sure everyone is on the same page
To delegate responsibilities, create a list of all the tasks that need to be done and assign them to employees. Be sure to include a timeline and budget for each task.
Finally, make sure everyone is on the same page by holding a meeting or sending out a company-wide email. This way, no one will be left in the dark, and there will be no surprises on the day of the party.
Step 7. Promote the party
Now that you have everything planned, it’s time to start promoting the party. This includes:
- Sending out invitations
- Creating a promotional campaign
- Making a website or Facebook event
To promote your party, start by sending out invitations to all of your employees and guests. These invitations should include all the important party details, such as the date, time, location, and dress code.
Next, create a promotional campaign with posters, flyers, and social media posts. And finally, make a website or Facebook event for your party. This is a great way to keep everyone in the loop and get people excited about the event.
You can also put an old-school spin on things by passing out physical invitations or sending out postcards!
Step 8. Prepare for the big day
Now that you’ve done all the planning and promoting, it’s time to start preparing for the big day. This includes:
- Making a to-do list
- Organizing your supplies
- Setting up the venue
- Cleaning up the office
Finally, the big day is near! To prepare, start by making a to-do list of all the tasks that need to be done. Then, gather all of your supplies and begin setting up the venue. This may include decorating the space, setting up furniture, and preparing the food and drink.
If you’re holding the party at your office, you’ll also need to do some cleaning. This includes vacuuming, dusting, and mopping the floors. You may even want to hire a professional cleaning service to do a deep cleaning.
Conclusion
And that’s it on how to organize a work Christmas party! Just remember to have fun and enjoy the holiday season. Remember that the most important thing is to create a memorable experience for your employees and guests. Good luck!
