A holiday party might seem like a simple-enough event to organize. However, those with experience planning a company-wide holiday party know it is no easy feat to host a successful yuletide gathering. For those new to holiday party planning, or those who are looking to make the process easier than years past, use this timeline and tips to put together a memorable, spectacular, and festive soiree.
Three Months Before the Party
Confirm Party Budget
Meet with key decision makers to set a budget for your event. Without knowing your budget, it’s impossible to make the necessary arrangements for this event.
Visit Potential Venues
Start exploring your venue options. This will help you ascertain the feel or mood for the party, thus allowing you to start planning the smaller details of the event.
Two Months Before the Party
Book the Venue
You’ve had some time to consider what this year’s holiday party will look and feel like, so now it’s time to commit to a party locale.
Compare Vendors
You’ve booked the party venue. It’s time to start researching caterers, decorators, and entertainers.
Develop the Holiday Party’s Theme
Share the information you’ve found along with the broad party details with the company’s decision makers to ensure you’re on track with this project.
6 Weeks Before the Party
Send “Save the Date” Notices
Make sure the entire staff has marked the date on their calendars for the company holiday party. It might seem like too far in advance to send a “Save the Date” for a holiday party but this season is one of the busiest of the year. Before you know it, people are booked solid during the month of December and because you sent out a late “Save the Date”, half the company’s workforce has other holiday events to attend instead of yours.
Tastings
Work with caterers or possible venues so you can decide who will create the food for the holiday party. Food=fun!
Consider Hotels Near the Venue
Contact nearby hotels about group rates so you can encourage staff members to really enjoy the evening without anyone finding themselves in a drunk driving situation.
Formally invite all staff members to the holiday party. Include RSVP, dress code, themes, who is invited (significant others, kids), location details, nearby hotel accommodations, and other relevant information.
Connect Vendors with Venue
It’s time to connect the dots for your holiday party. Make sure each vendor is in contact with the venue so they coordinate times and any necessary deliveries.
Confirm Details
Contact vendors and the venue to double check that everything is on track. From the appetizers to music, the servers to the holiday-themed decorations, you want to confirm that all of the arrangements you’ve worked so hard to put together are in order for the party.
Contact party invitees who have not yet responded to the invitation to confirm their plans.
Three Weeks Before the Party
Create Supply List
You want to make sure there are disposable cameras on all of the tables. Or maybe you’re handing out goody bags at the end of the event. Take the time to make a list of the odds and ends you are responsible for getting to the venue. You’ll find you are using this list up to the day of the event.
One Week Before the Party
Send Party Reminders
Include all of the information from the invitation, except for the RSVP details so everyone knows where to go and when.
Confirm Schedule with Vendors and Venue
This is the final pre-party check-in before the big day. Go over every detail with a fine-toothed comb to save yourself a headache on the day of the party.
The Day of the Party….
Have fun! You might need to connect with vendors and the venue for any last minute details but on the day of the party, it’s time for you to kick back and enjoy yourself with your co-workers.
Following the party, you want to share photos and send a feedback survey to see where your party succeeded and where it might have fallen short. This is also the time to reconcile the party budget. While it can be stressful to plan a holiday party for a business, your hard work will be appreciated by everyone in attendance.
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Want to spice up your company holiday party? Channel your inner high school yearbook editor, and hand out some novelty awards at the holiday party this year. Who’s most admired in the office? Who’s destined to win an Emmy or Grammy some day? Let your employees decide! Here are 10 unique award ideas that people can vote on before your party!
Most Admired in the Office Award
Is there someone who everyone looks to for sage advice? This employee is probably a long-time fixture at the company and has worked in several departments before rising to their wise, respected position.
Yearly Leadership Award
There are leaders in every organization and company. Have your employees vote on their fearless leader and announce it at the company party.
Most Poised Award
There’s that one person that always looks put together. Their hair could be photographed for a magazine cover at any moment, their outfit is impeccable, and they just always seem ready to tackle the day no matter what gets thrown at them. This award is made for them!
Rookie of the Year Award
This award goes to one of the newer employees that has not only learned quickly and contributed, but went above and beyond during their first year in office. Make sure there are a bunch of rookies if you plan to use this one.
Most Likely to Become a Talk Show Host Award
Is there a co-worker who can turn anything into a conversation? They’re the person who goes to a conference and instantly makes friends with the person sitting next to them and can tell you the person’s entire history after just 10 minutes of chatting. Recognize that co-worker with this award.
Resident Rock Star Award
Who has a side band? Or, plays music as a hobby? Honor this person’s musical talents by predicting their upcoming fame on the radio airwaves — or local open mike night at the corner coffee shop.
Most Likely to Start a Social Media Platform Award
They Tweet, Pin, Share and +1 faster and more often than anyone else you know. This person is likely trying to devise the perfect social media outlet that combines all the best features of the current platforms. Reward this person with a tech accessory!
Our “IT GUY” Award
Has your cube mate reached over and typed a bunch of code into your website and magically made it look amazing? Each office has that closet hacker who can probably fix all the company techie issues better than the IT department.
Did Someone Say Coffee? Award
This person has a cup of java in their hand 24/7, day and night. At some point, you think they will start growing coffee beans from their appendages and smell like French roast because they are saturated with coffee.
Next Food Network Star Award
This person brings in the most delectable homemade treats for office birthday parties and slow cooker creations for company potlucks. You have several of his or her recipes saved in your email and actually dream about what they’ll be whipping up next.
Are you ready to make some award certificates for these uncommon accomplishments? Paper Direct has a huge selection of festive holiday paper certificates to choose from online. Shop and design your awards today!
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