Planing a Christmas party: 18 steps to organizing the perfect celebration – Part 3


The entertainment on the night can be one of the most talked about aspects of the whole event and is something that can really help bring people together and help iron out those potentially awkward moments of stilted work chat between colleagues. Choose the entertainment to suit your event. There is no shortage of options here with popular ideas including live performers such as comedians, jugglers, stunt shows, circus acts or after-dinner speakers. You could choose games such as casino tables, murder mystery, giant Jenga, air hockey, pool, arcade machines, fun fair favorites or even giant Scalextric. Other hits include cocktail flaring demonstrations, wine tasting and karaoke, while entertainment working the room often goes down well, such as table magicians, stilt walkers and caricaturists. Fireworks always help a party go with a bang too.  Source relevant suppliers. You want to make sure you choose reputable suppliers and agree early on exactly what is in involved as you are relying on them to ensure your guests are entertained..


If you want the Christmas party to act as a thank-you to the staff then a nice way to thank everybody is by actually saying it.  Ask a director or manager to deliver a short ‘thank-you’ speech and (if appropriate) give out a couple of awards to anybody who deserves to be recognised. Please note that any speech given at a party should be short, loud enough to be heard and not done too late – you want to ensure the speeches don’t get too rowdy or out of hand and that they don’t stop everybody from getting on and enjoying themselves events-2   Coordinate between the venue, DJ and band to ensure they have a microphone that can be used for the speech. Alternatively you may need to hire in a PA and microphone – and make sure to check whether you need to bring your own extension cord.   Order any awards, trophies and gifts if required, leaving enough time to get awards/trophies engraved. Make sure there is also somewhere safe to leave them or somebody is tasked with taking them all home if you don’t trust your colleagues to remember theirs at the end of the night.


Sometimes little changes can make all the difference. You want your event to be enjoyable, pleasant and memorable for all the right reasons. Here are some ideas for those little touches to help your event stand out:  Upgrade the toilet facilities as much as possible. Buying fresh flowers, lighting scented candles, having good quality soap and adding nice paper towels (with a big enough bin for the used ones) are all simple to do but can make a world of difference. tumblr_mwytly0Q161t0u24to2_1280   Hire a photographer. Many people will doubtless be snapping away on their mobile phones but hiring a professional will give you much better quality pictures and visual reminders of the event. Good shots can also be used on the company blog, website and social media, in marketing materials and put up round the office.    Put together goody bags. These should be filled with genuine goodies that your staff will actually enjoy, so don’t just cram them with company collateral, go for popular treats such as chocolates and wine.    Have a cloakroom – December is a cold month when large, heavy jackets are used, so take them off your guests’ hands when they arrive, it gives them all one less thing to worry about. If you’re expecting a large amount of guests, hire plenty of staff to manage when everybody arrives and leaves or suggest different arrival times so you don’t have people queueing up or waiting in the cold.    If security is required then make sure you book friendly staff. Those that will make your guests feel welcome on arrival and be friendly throughout the night will help make the whole event more pleasurable.


When planning any event it is crucial that you get a clear picture of how you want things to work on the night, that way you can be prepared for all eventualities. tumblr_mwytpimgD71swgaiso1_500Take some time out and visualize each stage of the event from a guest’s point of view. Picture how you see the party unfolding, ensuring that you haven’t left anything out, and note down all the timings as this will form the basis of your itinerary. Make sure you allow guests plenty of time to leave work and get ready for the party, build in time for late arrivals and plan plenty of time for all the food courses to be served.   Find out when suppliers need access to the venue and confirm these times with your contact at the venue.


Making sure people can get to and from the venue is important for ensuring that things run smoothly and the evening is as hassle-free as possible for the guests.  Collect local taxi numbers and details on public transport for that night. Put details on one document and print copies out for when guests leave or circulate them in advance so people can plan ahead.  Organise a coach if required and make sure you book it for suitable times so that people aren’t left hanging around nor dragged away when the party is in full flow. - tobe continue -