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Guide to planning the ideal Christmas event

guide to planning the ideal christmas event
Christmas Activities

Organising the Christmas corporate event is a great way to thank employees for their hard work and an even better way to kick start the New Year. However, the prospect of planning the perfect do can be an unwelcome and time consuming task. At Off Limits Event Professionals we have a wealth of experience for organising the perfect Christmas corporate event, so to help you we've decided to share our expert knowledge and checklist for planning the ideal Christmas event. These include:

1. Set the date in advance

Christmas is a very busy period for many people with diaries filling up months in advance. It's good to include availability of the workforce when setting an ideal date. Usually, Thursdays and Fridays are more popular and can prove much cheaper on a tighter budget. December is the ideal time for a Christmas event and even the staff scrooges will be in a good mood. Once the date has been set send out a ‘save the date' email as soon as it's been decided, this means employees can set their calenders in advance. Plus you have a clear indication of attendee numbers. No excuses!

2. Find the budget

This is the most important indicator of the type of Christmas do you're likely to hold. By sorting this out you'll know how much money you have to spend and what is realistic for your budget. The budget should be divided by priority, each company is different and it's important to remember that the event is to ‘thank' the workforce for their hard work. Make it an achievable one!

3. Establish the type of theme you'd prefer

At Off Limits Event Professionals we have a number of themed event booked throughout winter including the popular Casino Evening and trending Las Vegas evening events. They're increasing in popularity because companies don't have the time or budget for a completely bespoke event. These packaged events are popular because they present an entire theme across a venue or function. Novelty themes should also be avoided like the plague and the tacky tinsel just won't make the cut.

4. Source the venue

Book early! Obviously the best venues get booked up in advance so make sure you pencil the date with your venue in advance. Don't waste time and source the venues with the best availability that's within your budget.

5. Food, food, food!

This is most important, whether the venue is supplying the food or the caterer, make sure you offer high quality food and ask for a tasting session. After all, everyone is looking to kick back and relax – provide them with food they'll be sure to enjoy. Remember hungry guests will not be happy guests.

6. Drinks choice

Are you going to include arrival drinks? The festive favourites for this time of year include Winter Pimms, mulled wine or a Christmas cocktail. How many free drinks are on offer? Remember to refer back to your budget. Also, how will your drinks be served? Do you want a waiter service for guests to order from the bar or do you want drinks to be dotted on tables around the venue?

7. Choose the right music

Dancing at the Christmas party is a certainty and the perfect opportunity for everyone to let their hair down. The options for music depend on the type of event you're planning, is a DJ, band or musician better? Do you need music in other areas of the venue too? Just remember you might need the PAT test certificates from the musician for the venue too – remember the small details.

8. Book entertainment

The entertainment is the highlight of every event and one of the most talked about for years to come. There is no shortage of options from live performers to comedians, jugglers, circus acts and speakers. How about games such as Jenga, arcade games, fun fair and murder mystery? Think about your options and budget, can you stretch the budget with a dazzling firework display?

9.Thank you speeches and awards

The Christmas party is way to say ‘thank you' but it's also customary to ensure it's done verbally too. Make sure everyone who deserves a thank you receives recognition and praise. Plus it's a great way to kick start the New Year with positive vibes.

Sticking to the checklist and planning well for your corporate event means employees will be dazzled by your effort and will enter into the New Year with a bang.

Have you got anymore to add to the list? We'd love to hear from you on Linkedin or Twitter.

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Written by Jenna Halford

16th Friday September 2016

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