Our Christmas Party planner’s guide for October is a great summary for what to tick off your list now, there’s still a few days left to do so. Liz Taylor, Taylor Lynn Corporation, a celebrated party planner behind many amazing events, share her key steps to get your party ready when it needs to be…
โ12 Days of Christmasโ – partying into the planning of Christmas
The countdown to Christmas is on. Thereโs no time to waste; It’s time to finalise the details.
12 drummers drumming
Make sure everyone is drumming to your beat. Firm up all the details and provide clear instructions, directions and itineraries well in advance. This will help everyone effectively plan their travel and significantly minimise any potential logistical challenges.ย
11 pipers piping
Finalise the headcount. Establish a firm deadline for RSVPs. Donโt leave this to chanceโtake control. And donโt hesitate to follow up with colleagues who havenโt responded. A friendly reminder can effectively prompt a response in their busy schedules and ensure that no one is overlooked.
10 lords a-leaping
Be prepared. An accurate headcount is essential for venues and suppliers, never mind your own sanity. However, the key to successful event planning is preparation, so always include some flexibility in your plans. Anticipate last-minute changes from management and have a contingency in place.
9 ladies dancing
If thereโs going to be an after-party, plan it! Organising a post-event activity empowers employees who want to socialise further and dance the night away. This doesnโt need to be a formal affair but consider providing vouchers for the party venue or nearby establishments for those who wish to extend their evening.
8 maids a-milking
Check in with your caterer, venue and suppliers. As your event date draws near, it’s essential to confirm all details with your vendors. Review the contract thoroughly, verify the schedule, confirm the numbers, check the equipment, and finalise the payment. Additionally, ensure you provide your vendors with an emergency contact person and a backup plan to address any unforeseen circumstances.
7 swans a-swimming
Finalise transport arrangements. A Christmas party is an excellent opportunity to unite the whole company, especially in an era dominated by hybrid work. The logistics of doing this however can become complex. Break it down and tackle them head on. Prioritise what your attendees need and make it easy for everyone to attend. Assess transport optionsโdo you have reliable links to the venue? If necessary, implement a bus service or provide taxi vouchers to guarantee safe rides home.
6 geese a-laying
Consider offering accommodation options. Clarify if accommodation is included and if is solely for employees from other offices. Determine whether there are distinct options for where the Board should lay their heads too!
5 gold rings
Create a party itinerary. Ensure that everyone involved in the organising process has a copy. Itโs good to include a digital and hard copy, just in case. It should include a complete running order of the event, your and other organisersโ contact information, and clear supplier responsibilities, delivery times and contacts. Make sure you keep it up to date and re-issue on the day to ensure gold-standard smooth running.
4 calling birds
Clearly establish the start and end times. Consider your colleagues’ schedules; chances are it may impact productivity the next day so perhaps a Thursday, after work? If the workday ends at 5 PM, a 6 PM start is ideal, allowing ample time for everyone to get ready. If there’s any uncertainty, gather feedback through an office poll to ensure the chosen times work for the majority and communicate it clearly!
3 French hens
Et voilร ! The office Christmas party is just around the corner. Pay attention to those details. They are the key to an event’s success. Understanding how everyone will arrive is as crucial as choosing the right venue and organising top-notch entertainment, both of which you’ve already nailed down. Stay focused, weโre almost there.
2 turtle doves
Time to turn the focus on yourself. Itโs your Christmas party too. How will you be getting there, where will you be staying and what will you be wearing? If youโre going to be running around directing the night, remember to go easy on your feet.
And a partridge in a pear tree.
Itโs not always about going big, itโs about getting it right. Next month, we sprinkle the final festive touches over your event.
Have you ticked off all Liz’s Chrstimas party planning action items for September?
