Allianz Stadium in Twickenham, the home of England Rugby, recently hosted a FAM Trip and roundtable discussion for PA Life Club members, where the PAs’ event-planning practices were shared on everything from top tips for Christmas party planning and inclusive events to emerging trends like low-and-no alcohol gatherings.
Christmas Party planning tips
In the warm and welcoming East Wing of Allianz Stadium (formerly Twickenham Stadium), PA Life Club members engaged in lively conversations, sharing humorous stories and discussing key challenges and valuable tips for organising Christmas parties.
One of the major challenges PAs are facing today is the pressure of rising costs alongside growing expectations. Now, more than ever, PAs are required to manage budgets meticulously while finding creative ways to keep expenses down. To add value and justify costs, some PAs incorporate team-building activities, conferences, meetings, or reward elements into their Christmas events. Others opt to hold celebrations in January when better deals and greater flexibility are available. However, this can sometimes be perceived by employees as a “cost-cutting” measure, leading them to feel undervalued. The key to addressing this is through clear, creative, and timely communication.
A strong support system is the secret to seamless execution. One PA advised: “Involve your team, delegate tasks, set up weekly check-ins with the event lead, and schedule hourly updates with someone at the venue during the event. This ensures everything runs smoothly, allowing you to enjoy the event as well. Choosing a venue with in-house suppliers minimises the need for multiple points of contact, which is a huge selling point.”
Event booking trends among PAs
When it comes to lead times, PAs usually book Christmas parties 9-12 months ahead if the event involves a premium or highly sought-after experience, like a chef’s table. Others may book as late as three months in advance, though this often limits venue and date availability. The most popular days for festive celebrations are Thursday or Wednesday, with Fridays becoming less favoured.
Include cultural sensitivity in PAs event planning practices
The conversation then shifted to the cultural significance of Christmas parties and the need for inclusivity among all team members. Some PAs now avoid using the term “Christmas party” as it doesn’t reflect the diverse celebrations of the entire workforce. Along with this, it’s essential to consider dietary restrictions and offer high-quality alternatives, as well as good non-alcoholic options.
Low-and-no alcohol
Several PAs noted that the trend for low- and no-alcohol events is on the rise, driven by increasing health consciousness and awareness of inappropriate behaviour at events. However, this shift can sometimes prompt pushback from attendees who prefer more traditional options. The goal is to strike a balance and offer something that caters to everyone. Selecting the right venue plays a critical role in this. For instance, Allianz Stadium is known for crafting bespoke and sustainable menus that accommodate a wide variety of dietary preferences and needs.
PA Life Club is free for PAs, EAs, VA, Office Managers and other business support professionals to join.
