Please don’t be put off by the headline! Yes, we did mention the C word in the middle of July. If you want to give your team the full unrivalled party experience at their Christmas event this year, then the time to start planning it is now with the help of these steps to take in July for a great Christmas event…
We’ve teamed up with event planning expert Liz Taylor, of the Taylor Lynn Corporation, to share a full rundown of the tasks you should be completing to stay on track for the best Christmas party ever. Keeping your life stress-free in the process.
So, if you’re the designated Christmas party planner for your organisation, we’ve got help at hand.
“Across multiple industries, we refer to ‘Christmas in July,’ begins Liz
“Home interest brands for instance will be unveiling all their Autumn/Winter (and Christmas) ranges right now at the Christmas in July shows. And event planners are well underway with designs for corporate and private parties. If you’re a little behind don’t fear, I’ll share the key tasks you should be organising in July.”
Find your festive setting in July for a great Christmas event
Venue and budget are chicken and egg circumstances – it’s tricky to set one without the other. But once a budget is set, you can start your search for a venue. If you haven’t booked a venue yet, July is certainly the month to act on it.
Ask yourself questions such as, do you want to include accommodation on site? Do you want to join an organised party? Or is exclusivity more important? Can they accommodate our numbers? Is the venue accessible for guests?
Visit your top three choices quickly and personally. Check the space works, pricing is affordable, and service is up to scratch. Some PAs will be keen on the venue’s eco-credentials too. At this stage, you may have to settle for a second option date, as popular venues get booked as early as January. But use this as an opportunity to think creatively and try a new place that’s less widely known.
A professional event planner can also help you here. You can use them to leverage their existing relationships to find and unlock the perfect space for you. Many won’t charge you a fee for venue finding. And you’ll also benefit from their bulk buying power, which means you could even save money.
No venue to suit – try a branded party bus taking your team to sample different bars and restaurants across the city.
Decide on the format
This is a logistical decision that will all depend on the size of your company. If you’re a global brand or one with branches nationwide, will all offices come together, or will you have smaller satellite parties with a live link? Now is the time to explore options and make these decisions.
Don’t feel tied to a certain format on the event day either. A dinner and dance are great but what about an afternoon festival, or a party themed around your employees’ families complete with Father Christmas? You could try something more interactive like street food and craft stalls designed to emulate a Christmas market. Wine tasting, escape rooms, casino night, cocktail making, and a Christmas game show experience all work.
Theming it
It’s also time for you to decide on the theme that will bring everything together. Thinking about your workplace culture, what you’ve done in the past, what’s on trend, and what you think will resonate with your colleagues, should all help you decide on the best theme for your company.
You could go classical – a winter wonderland, or a Victorian Christmas. Many planners take inspiration from the big or small screen – Casino Royale, Moulin Rouge, or a Christmas movie like Elf, The Polar Express, or Home Alone. Choose a place or era like Las Vegas glamour and the Roaring Twenties. Alternatively, choose a colour scheme and have that be your focus. One thing I will say is that whatever the theme, the event has to feel like Christmas. I like to use traditional elements but give them a twist. Line the entrance with rows of mini dressed Christmas trees or have an inverted tree as a bold centrepiece. Use candy canes to bring a red and white scheme to life and add them to floral décor and cocktails.
The theme can also dictate the entertainment. This will be the top of the agenda to finalise in August as the best acts are booked months ahead. So, start brainstorming ideas, ask for recommendations, and find out if you can see them in action.
Saving the date
I recommend you send your save the date this month. The question is, are you going to do an email or something a bit more fun? I like to send guests a gift. Something to build anticipation of what’s to come. It should be themed around the event – an iced Christmas cookie, a personalised bauble, a make-your-own cocktail kit, or some casino chips. Something to bring a smile and a hint of the fun that will be had.
Now for the fun part…
So, it’s a tough job but it can also be enjoyable.
July is the time to trial the different elements of your party.
I never book a Christmas party act without seeing them first. Similarly, catering. You have to taste the food to make sure it’s up to standard. So, book food tastings and go to see your band, singer, or DJ. You want to make sure every part of the event is as you envision. Have fun!
Check in again in August
And I’ll see you next month with the August to-do list.
You can read more about Liz Taylor, party planner for celebrities.
