Planing a Christmas party: 18 steps to organizing the perfect celebration– Final part
14 – INVITE THE GUESTSIf you want to make sure people come then you’ll have to give them all the details. It is important to plan the wording for the invitations and to make sure you include the following: - To: - From: - Reason: - Venue address: - Date: - Start time: - Finish time: - Theme: - Dress code: - Include menus requesting guests to choose: - RSVP with contact details and a date to get back to you by: Get invites designed that fit into your theme, either in an e-format that can be emailed out or printable versions that can be posted or delivered to your guests Nominate reps in each department across the company to help you ensure invitations are delivered and that RSVPs and menu choices are all returned Be prepared to chase guests for responses
15 – CREATE A TABLE PLANJust like with a wedding, a table plan can be something of a tricky task to get right but it is worth the effort to make sure everybody gets the most out of the event – and that any awkward confrontations are avoided. Plan table arrangements so that guests can mingle with colleagues that they wouldn’t usually get the chance to speak to. Print a large copy of the table plan to put up on the night to help direct guests to their seats. Order or make name cards for the tables
16 – PUT TOGETHER A FULL ITINERARYYour itinerary is what will help you stay organised and ensure everything remains on the right track for a smooth-running event .Create one document that includes everything about the event. You may want both a digital copy and a hard copy. Make sure your hard copy includes the following:
On the front: “If this document is found unattended please hand into reception.” Organisers name Date
Inside: A complete breakdown of the event. Personally, I would put this in a table format under the headings ‘When’ (timings), ‘Who’, ‘What’ and ‘Where’ (in the venue). Include contact names, mobile numbers and email addresses of everybody involved in the event, including the different suppliers. Any documents you’ve put together or collected such as menus or timings for entertainment should be kept with this document.Send a copy of the itinerary to everybody involved in running the event, including suppliers, venue managers and entertainers, and be sure to print a copy for yourself.