Top Tips for organising your Christmas Party
With Christmas not far round the corner, it is that time of year when we start to think about our little corporate “get-togethers”. Who is going to be the one who wins the awful Christmas sweater competition? Or who is going to be the one who realises they have a fab singing voice… or not!!So to help limit the surprises – well the ones you can control anyway, BECAUZ has put a few tips down to help you throw a great party with maximum X-factor, whilst minimising the stress-factor!
Choose a date well in advance to be able to find a venue and ensure you have clear budgets
Simple is best
Have a clear idea of what style/theme you would like at your party. Don’t mix loads of half-baked ideas together. A good idea if you are hiring in waiters is to get them dressed up in the same theme.
Walk the walk
When you are planning your party, walk through the party as if you were the guest. Can you find the location, the parking and the toilet easily? Where will you leave your coat? Where is the bar? Would you want to be greeted with a drink? Is your party fun and informal or formal? (And there is a fine line between formal and stuffy!) Remember the big picture and the details – many a well-planned outside BBQ party has actually smoked out the guests when the wind direction wasn’t accounted for!
Signed, sealed, delivered
Tried and tested suppliers will help your event go smoothly as they know the ropes. Choose good caterers and stick to the dishes they recommend, as these will probably be the ones that will fit in well. Try to avoid the dishes volunteered by the very helpful Finance Director and other team members that usually contribute to slow service and chaos!
It’s a numbers game
Make sure you know the numbers. Too few people than planned and you might get hit with cancellation charges at short notice. Too many people turning up and you might run out of parking, food and drink!
The Party Cocktail
Be creative. Give yourself a signature cocktail. At a themed party, don’t stop at just wines and beers – why not have a themed cocktail list? It’s always a winner.
Location location location
Sometimes the small details can trip you up. In the colder months, coats take up an amazing amount of storage space and need organising for guests leaving at the end. You can hire a coat rail as an alternative to a heap on the floor! It also makes good sense to position the bar as close to the entrance as possible so guests can get a drink as soon as they have let go of their coats.
Let the music play
The saviour or killer of any party. Choose music that will fit in with the theme. Do not cut costs on a DJ, no matter what budget you have. One of the signs of a good party is everyone is on the dance floor. If you want a band, go and see them perform before you book. See their interaction with the crowd, their energy, flexibility to change musical genres, to get people up enjoying themselves.
Death by Power Point
We have all been there. The Power Point slide show that never ends. If you are having any awards or presentations, ensure there are 1 or 2 slides. Limit the amount of detail that goes into the slide as half the guests probably won’t be able to see it anyway. It also doesn’t hurt to have a run through with your presenter/speakers. Give them a time limit. Using an MC (Master of Ceremonies) will help keep everything on time.
Getting people home quickly and easily can be as challenging as getting them there. Ensure you have some taxi numbers on standby. A suggestion would be to give them a call to prepare them – tell them that you are having a party and it is expected to end at an approximate time.
A helping hand…
Events companies can be involved as little or as much as you want, from just inputting creative ideas at the beginning to coordinating everything on the day itself, leaving you time to relax and enjoy your own event.
If you are using an outside events company to help, trust your gut instinct when selecting one. They should obviously be good listeners and highly organized.
But you will be spending a lot of time talking and going through details together. So as much as valuing their expertise and ideas, you should also enjoy their company and be able to work honestly and effectively together.
Little unforeseen extras can soon blow your budget. An experienced events company will have a complete view of all the likely costs, from sticky tape to scallops and celebrity speakers. And they will have a large network of great suppliers you can tap into and help to negotiate great rates with.
So together you can watch both the cents and the dollars! Take a look at www.becauzevents.com to see how we can support you.