We recommend you start thinking about organising the company Christmas Party in the summer! We know Christmas is always the last thing that you want to think about when you’re sunning yourself on holiday; however to secure the right venue and perfect date its best to look at booking at least 5 months before.
However if you havent yet booked a venue its still not too late!
Here are a few tips in order to make sure your company celebration is a hit and remembered for all the right reasons,
1. Don’t just do the same thing as last year.
Try to be imaginative and go for something different. Doing the same thing year on year can get a bit monotonous and lose its appeal. Maximum impact doesn’t mean that you have to increase the budget to achieve the right results. Keep your employees on their toes and interested with something totally different examples include; Top Golf, Indoor Skiing, Grey Hound Racing or additionally think about themeing your event. How you market and advertise your celebration can have a large impact so why not keep elements of the event a surprise and offer just a few clues on their invite.
2. Use an Event Management agency.
An event management agency should be well worth the financial outlay. It reduces your time and effort in making enquiries and researching various venues. Plus you can take advantage of the agencies relationships with venues and get better rates and packages. Even if you have an agency that you have used in the past we recommend that you at least seek advise and proposals from one other. Its always good practice to compare rates, service and ideas. Be sure to enquire about open book financing to make sure you are getting the best deal. Be precise on your requirements and build a good working relationship with your agency/event manager, it’s worth its weight in gold. Be aware of hidden costs and extras not outlined in your original budget.
3. Offer accommodation.
If your venue is a distance from your local area, think about offering accommodation as part of the package. This puts less pressure on people to get a lift or a taxi home at the end of the evening. It will make more of a night of the celebrations and allow people to enjoy their evening without worrying how they are getting home. If you are booking a block of rooms you may be able to get a discounted rate or a rate to include dinner and entertainment. Upgraded rooms could be offered as an incentive to those staff who have achieved targets. If you’re not offering accommodation then try to organise transport home with a coach, minibus or taxis. Make sure your guests know when the last one is leaving! The last thing you want is a phone call at 2am from a stranded employee.
4. Book early to avoid disappointment.
No one wants to be thinking about Christmas in August, but believe us the best locations get booked up very quickly. If you have a large group or require a private party then start making enquiries now to get the best possible deals. Some places take bookings over a year in advance, so don’t hang about.
5. Take advantage of e-ticketing.
Nearly all companies are computer based so take advantage of the environmental and financial saving and send your invites out by email. Your event manager will be able to do this for you, all you need to do is provide them with a list of invitees and email addresses. They should be able to set you up a website and registration page where your employees can get details on the event and register their attendance. If required they can also request travel and accommodation to be booked and make requests for any special dietary requirements.
6. Research your employees and know your target market.
Try to find activities to suit your employee’s needs. Purely alcohol related activities can be off putting to certain religious groups as can gambling. Try to find the right balance of activities to suit most groups. Ask for opinions, if you get stuck, get feedback on what people might be interested in taking part in.
7. Be clear on what’s being provided.
The company Christmas party should ideally not involve your employees spending any of their own money. But if the budget won’t stretch to free drinks throughout the evening, make this clear on the invite. Better for people to have budgeted in advance rather than struggle to get cash from somewhere with no cash machine within a 5 mile radius.
8. Dress code.
Whether its fancy dress, smart, casual or black tie, it is very important to let your employees know what dress code is expected within plenty of time.
9. Check on what you can and can’t do in your designated venue.
Forewarned is forearmed. Be upfront with your venue should you wish to include entertainment, speeches or awards. You may think that a quiz in the middle of each course will break up the evening nicely, but holding up food service may not be easily accommodated by your venue. Some venues may be restricted by certain license restrictions regarding entertainment and music. Your venue may already have links with entertainment companies or DJ’s they can recommend. The venue may also be able to include entertainment costs into the price.
10. First impressions are lasting ones.
Spending a little time and effort on dressing your venue entrance will make a lasting impression. Wowing everyone early on can really help in getting the party off to a flying start. Themeing is a great idea, your venue and an event manager will be able to offer you ideas and assistance with putting these plans into action.
