Being tasked with planning the company Christmas party can often be quite overwhelming. Whilst it may seem “fun”, there’s still the matter of juggling all the normal day-to-day demands on your time, along with trying to live up to everyone’s expectations & often, differing opinions. To add to the stress levels, there are usually time & budget constraints, despite the assumption each year will be bigger & better than the last!

So, aside from the obvious, in starting with the fabulous support from your expert team at Ultimate Conferences | TheVenueShop.com who will save you loads of time & hassle scouring town by sourcing & negotiating the best possible available venues/caterers (& associated suppliers too as needed)… Following are 5 insider tips to assist every Christmas party planner!

1. Create a ‘hype’ plan for your event

How will you get the word out there & make sure everyone is excited in the lead up to the event?

• Send a ‘Save the Date’ calendar invite as soon as your venue is secured

• Create posters to display around the office

• Invest in an awesome invite design that really captures the theme or mood of the event

• Plan when you’re going to send reminders & what they’re going to say - each email should contain some new information, create intrigue & excitement

2. Find a venue with an AV partner

AV is often a last minute thought – even though it is one of the most important elements for transforming your event, bringing the theme to life. Being smart with your AV can often save money in theming/styling because you can easily create an event theme with great content on screens, lighting projected onto walls & floors, smoke machines, sound effects… & the list goes on. Most premium venues do have in-house AV so you’re likely to get a much better deal, as well as the peace of mind knowing the audio & vision is taken care of. (Your Ultimate Consultant at TheVenueShop.com is in the know, with preferential deals & how to ensure you get the very best for your AV partner, whether in-house or via competitive external quotes)

3. Make sure your theme & styling is on trend

Styling & theming isn’t just about the odd draping here & there, ideally it should be integrated throughout every aspect of the event. There is certainly a shift towards immersive events where AV & styling become one, creating an unforgettable experience for your guests. To maximise your budget, you may find you can bundle styling with your AV & venue, so make sure you ask about this when reviewing your venue & AV partner. It’s also important to consider your guests’ journey. If the theme is clear from the outset, this journey may start with touches included on your Save the Date & invitations… then carry through to the venue:

• What will the entrance look like?

• What do guests first see when they enter the venue?

• Are any outdoor spaces or the toilet facilities themed?

• Can the venue design a themed menu? Welcome cocktail? Incorporate a take home item?

4. Balance your styling & branding

One of the hardest things event planners face is striking the right balance between styling & branding. Go too far towards styling & your brand gets lost, but go too heavy on branding & your event can lose the festive vibe. A simple idea might be to incorporate your brand/logo into a custom backdrop for arrival photos or as a border for photo booth prints/social posts? Integrating your brand into a custom design doesn’t compromise styling whilst ensuring the brand is featured throughout the night – the best of both worlds without breaking the budget.

5. Make it interactive

The entertainment on the night can be one of the most talked about aspects of the whole event & can really help bring people together, helping to iron out those potentially awkward moments. Integrating a live social feed into your event is very popular. Perhaps capture your guests’ tweets, Facebook & Instagram posts via a dedicated hashtag & display them instantly on screen for all to see & comment. Great for encouraging festive cheer & if everyone’s going to be posting anyhow, why not take advantage of that?

Pictured: Event Poll solutions are great for asking feedback & fun questions like "Who's Best Dressed?"

Award-giving is a fun way to recognise employee achievement & reward their hard work during the year. We’re seeing a trend for social events polling platforms, more for entertainment purposes rather than instant audience feedback. For example, you could ask your guests who is best dressed, or who they tip to win ‘Most Valuable Player’. There are so many ways you can engage with your guests & also a cost-effective way to entertain them.

Pictured: Various live entertainers for Vintage Circus, Harry Potter & Enchanted Forest event themes.

A more traditional approach, but still just as effective is hiring performers & entertainers that match your theme. There is no shortage of options with popular ideas including comedians, magicians, stunt shows, aerial artists, circus acts or after-dinner speakers.

Hungry for more Christmas party planning tips?

• Setting the date: The best option is to select 3-4 possible dates so that you have flexibility when you find the perfect function venue

• Managing the budget: We recommend allocating the budget by what is most important to your guests & always leave some more aside as a buffer.

• Guest List: Nominate reps in each department to help chase RSVPs, dietary requests & answer any other questions. They can also help you crowd-source music suggestions.

• Setting the mood: Dancing at the office celebration is usually a must and it’s the perfect opportunity for everyone to really let their hair down. Music is key to your party so ensure it is done properly & flows throughout your venue space - this is where your AV partner can step in.

• Capture the moment like a pro: many people will doubtless be snapping away on their mobile phones but hiring a professional will give you much better quality pictures & reminders of the event. Good shots can also be used on the company blog, website & social media, in marketing materials & displayed around the office.

• Organise Transportation: Making sure people can safely get to & from your venue is important for ensuring the evening runs as hassle-free as possible.

• Offer a convenient accommodation option: your staff keen to make a night of it? Your Ultimate consultant at TheVenueShop.com can negotiate special event rates to distribute with your invites. Delegates are responsible for booking directly via the link provided so no obligation, risk or time taken up in the office. We handle it all whilst ensuring you can offer that extra level of care on behalf of the company if you choose…

After inspiration for your end of year celebrations? Various ideas can be found on TheVenueShop.com blog including:

Make your End of Year celebrations shine, contact our friendly consultants or ENQUIRE to book your ideal venue & suppliers via TheVenueShop.com today!

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