As the winters are almost here, and so is the festive season, we all know that you will be attending all the parties that are coming to yours. Not only will you be attending parties, but you will also be throwing a few for your favorite people.
This festive season, the office parties will also be in full swing, and this is why it becomes essential to know different ways through which you can plan a fun and memorable gathering.
Office parties are contribute to boosting team spirit and strengthening the relationship between the employees. However, arranging a corporate office event is not easy. There are so many factors that can play a crucial role in these events. So, if you want to plan a perfect and well-organized office party, then this article is just for you.
Here, we have mentioned a complete party planning checklist that you can follow to organize the most fun party to strengthen the bonds in your company.
Defining the Purpose and Time of the Party
The first and most important thing is letting the employees know the purpose of the party. Whether it is a celebration for a festival or holiday, or it is just for celebrating a milestone for the company or any other party. This will allow the employees to know what to expect and even if they are interested in such parties.
Also, let the people know the importance of such parties as it can be a fantastic chance to bond with each other without any work pressure. You can even discuss the theme of the party with your workers so that they can feel more involved in the entire process.
Establishing a Proper Budget
The next thing to tackle is the budget. According to the type of event, you need to vary the budget. If it is a simple event, then you might need only $100. However, if it is a fancier party, then you might need a couple of more hundred dollars to ensure that the party turns out to be perfect.
The budget can also vary depending on the number of people attending the event. The type of decoration you are going for and the type of food you will be adding to the menu all of this can play a role in making the budget. Other than this, if you want to add activities for the employees to have fun, then you will have to stretch the budget more.
This is why making a proper plan and dedicating the budget for everything will allow you to get a better idea of how you can finance the party and even if it is feasible for you.
Creating a Guest List
Creating a guest list is essential when it comes to planning and organizing a party in your office. Depending on the number of people, you will have to find the right venue. This is why you need to make a comprehensive list of people you want to invite to the party. You can welcome your employees and your close clients to this event.
When creating the guest list, you can involve your workers and let them do this entire process. This is an excellent way to build a bond with your employees and also a way through which they can feel more included and invited in the entire process.
Choosing the Right Venue
After the guest list and knowing the type of event you will be organizing, it is time to pick the venue. When choosing the venue, there are a lot of different things that you need to consider. The location is an important thing to consider, so pick a location that will be convenient to everyone and also has a pretty ambiance.
It would help if you also made sure that the venue you like has enough capacity to fit your entire guest list without making it crowded. Also, look for the amenities that you will be getting in the venue, such as parking, waitress, and other things.
It is always suggested to make a book prior to your event because, during the peak festival season, it can be challenging to find the availability of the venue. This is why pre-booking should be done when you find the venue.
Catering and Menu Planning
The next and most crucial step in planning the event is deciding the catering and menu for the event. There are so many things that come when you have to choose the food for the people attending the party. You need to ensure that you are keeping the dietary preferences of the people and also keep the allergies of the people attending the party.
It is essential to choose a catering service that tackle all of your needs. You can also ask the catering service to incorporate seasonal dishes and make the menu more winter-themed. This will make it more attractive for the people and give them an opportunity to enjoy different dishes.
Organizing Entertainment and Activities
No party is complete without some fun and entertainment; this is why, when planning the corporate event, you need to include some fun activities. There are a lot of different things that you can do in this case, such as arranging live music or DJs. There can also be fun team-building activities and games.
Arranging a few activities for the people is a fantastic thing that you incorporate into your party. This will prevent people from getting bored and also allow them to talk to each other. With the help of activities, you can make your party more successful and memorable for your guests.
Decorations and Ambiance
Decorations are essential to set the mood for the entire party. If the decorations are excellent and attractive, then more people will vibe with the party. Now that we are in winter and the festivals are right around the corner if you are planning an event, then make sure you add some of these elements.
We have mentioned some ideas that you can take inspiration from and incorporate into your next event.
• Winter Wonderland
If you want to show the winter season at your party, then going for the winter wonderland theme can be a fantastic idea. There are so many things that you can add, and arranging this entire theme is also pretty simple. For décor, you can go for a white-on-white color palette.
Go for the classic poinsettia, add some fireplace to the venue, and make the entire space look cozier. You can also add some fun sparkling jewels to bring color to the event. You can also add some snowflake ornaments to tie the entire look.
• Christmas Themed Party
We know December is right around the corner, and if you are thinking of celebrating the festival, then it would be best to make the decorations accordingly to get everyone in the mood.
Getting a Christmas tree is the first thing you need to do. Other than this, you can add fun red and green ornaments all around the venue. Put cute elf miniatures, reindeers, and other Christmas-y stuff to tie all the decorations together. You can even add the Christmas food to the menu to give more festive vibes.
• Game Day
If you are thinking of just arranging a day in which you can strengthen the bond between the employees and the workers, then a game day can be enjoyable. This is also very easy to arrange, and you won’t need a lot of decorations. You can just put some fun quotes around the venue and get a lot of different and interactive games for the day.
You can even make it more like a sports day and make the decorations accordingly with banners of the team, goal posts, and other cute elements to add to the spirit of the day. This can be a fun idea for the corporate event and will indeed allow the workers to make better connections.
Sending Invitations and RSVPs
When you are done figuring out the venue, finalizing the date, catering, and all the other essential things, then it is time for you to send the invitations out. You must send the invitations early so that everyone can make their schedule accordingly. You should create cute and attractive invitations for the people, and it is also essential that you add all the details about the event.
You also need to choose if you want to send the invitations physically or digitally. Whatever the case is, you need to make sure you are doing it a few weeks prior. Also, it is essential to add the contact details and also RSVP.
This will allow the event planners and the catering services to ensure all the necessary arrangements are up to mark. Therefore, if you want to make sure your event goes properly and executes nicely, then it would be great to add an RSVP to the invitation.
Setting Up a Timeline
Creating a timeline for your event is an essential part of your event checklist. Having a timeline means you can track everything that is going on and how well everything is coming out.
It will also allow you to stay up to date with all the things that need to happen in the vent. You can keep a record of the tasks that you need to complete, if there are deadlines that you need to meet, or if you want to make any kind of reservation.
A timeline will also prevent you from forgetting important things for the event. When you are creating a timeline, you must pen down every detail. This means adding things like the schedule for setting up the entire venue. You can even create a timeline for the things that you want in the event, such as the speeches, entertainment, and other activities that you want to add to your event.
Hence, preparing a timeline for your event can be very beneficial and will make sure you are recording everything that you will need for the party. This will also ensure that your event goes smoothly and everything will be on time.
Communication and Coordination
Communication and coordination are essential when it comes to making an event successful. You need to ensure that there is proper communication between the organizers so that everything is done on time and smoothly. This also ensures that the organizers and every other person are on the same page as you.
You should also make sure you are doing regular checkups with the organizers and the event planners. This will also keep them on their toes so that everything is done on time. Having proper coordination will also ensure that you can make adjustments or variations in the decorations and even in the menu.
Ensuring Safety and Accessibility
Safety and security should be a top priority when it comes to setting up an event. You need to ensure that the venue you are planning has proper safety features, such as the emergency exit, fire extinguishers, and other things. Also, you need to apply the COVID-19 guidelines so that everything goes smoothly and according to what you have made plans for the event.
Conclusion
Planning a meeting can be a considerable task; however, when it comes to arranging a party, it becomes a much more significant task. Corporate events can be a fun way to bond and build relationships with other employees—a lot of companies like doing such events on an annual basis.
However, there are so many different things that you need to arrange when it comes to setting up the party. Hence, this is not a simple thing that can be arranged just by the snap of fingers. This is why there are a lot of different places where you can get this done.
