Planning an Office Holiday Party

Party Planning Checklist from Party411.com

Throwing a holiday office party is not as easy as it used to be.  In an era of political correctness and workplace diversity you have to be a little more careful.  That’s OK!  The party can still be fun and a good way to celebrate a year of hard (and hopefully profitable) work and to share Season’s Greetings with all.

You should ask a couple of basic questions before you get started with your party planning checklist.

1. Is this going to be about business or a purely social event?  We have planned these to be year in review events, awards ceremonies, formal

2. social events or relaxed social mixing.  Any approach can work but you have to decide the purpose of the event first.

3. Will the event be formal or casual?  Some of this depends on whether you are inviting clients or not and the kind of industry.  I like more informal events myself but it really is up to you.

4. What is your budget?  Will employees kick in to help pay or is the company underwriting the whole event?

5. Are you going to plan the event yourself or hire a professional?  Some of this is dictated by budget and some by how experienced and available your staff is.  Don’t expect your office manager to plan a party for the entire company and keep up on their day to day activities.  Be realistic about time constraints or you will just cause unnecessary anguish

6. Are you serving dinner (buffet or sit-down) or will it be finger foods?  You can worry about details later.

7. Where are you having the holiday party for your office?  If you need to find an outside venue you have to do it early because the Christmas season is a very busy time for restaurants and party centers.

When it comes to entertaining, "you can never be TOO organized!" And you can quote me. So here’s a checklist for this and a checklist for that. Print them out. Use them to keep your ducks in a row. Or use them to keep you sane. Whichever works. And if you still can’t find what you need, try our Party Concierge™! Have fun...

The Party Girl

THE ROOM

___Party Planner, Consultant or Meeting Planner.  Party411 can help you plan your holiday party.  Ask the PartyGirl.

                Party Planner Contact Info. _____________________________________________

___Location.  

                Name ______________________________________________________________

                Address  ____________________________________________________________

                Phone No. ___________________________________________________________

___Caterer

                Caterer Contact Info. __________________________________________________

___Liquor

___Bartenders

___Linens ___Cloths (to floor?) ___Napkins, Colors

___Menu Planning.  Don’t forget to consider any dietary restrictions.  Always have meatless selections available.

___Table Settings.  The centerpiece is very important.  If you want to build your brand consider a custom centerpiece    

      from Party411.com.  Made of sturdy foam   

       core you can use them for other events, also.  Candles are always effective, especially around the holidays.

___Napkin Rings

___Table Candy.  This can be candy kisses sprinkled around the table (they have a holiday version) or there is a

       great variety of holiday candies available.  Consider a personalized holiday candy bar wrapper  

       from Party411.com.  They can be used as seating cards

       and they make a fabulous party favor.

___Table Games

___Glitter or Confetti

___Bathroom Florals ___Other Locations (list)

INVITATIONS/RSVP/Other Printed Items

___Invitation the Party.  We can help you personalize these invitations.

___Response Card ___Response Envelope  If you are only inviting employees this is probably not necessary but if

      you are inviting clients, spouses or families it’s always good to get a count.

___Programs ___Agenda

Give-Aways/PRIZES

___T-shirts

___Caps

___Socks

___Theme Oriented Items  If you are using a theme for your event (we’ve written hundreds to help you out)

       consider prizes that reflect the theme.

___Premiums (Items with company logo for corporate event)

OTHER

___Photographer ___Videographer  Think how great this will look in your company newsletter or on your company

      billboard.

___Dress Determination  __Casual __Dressy Casual __Dressy __Optional BT __BT

___Gift Table.  Many of our clients encourage employees to bring presents that will be donated to a local charity. 

      Keeps in the spirit of the season and offends no one.

 ___Information Table

DECORATIONS

Signage.  If you are having a large event signage is incredibly important.

___Sign-in Board 

___Message Book

___Welcome Sign

___Outside Lobby Area

___Sign Over Seating Cards

___Buffets-- Signage

___Directional Signage

___Easels

___Entrance Piece At Door

___Band Backdrop

___Balloon Bouquets

___Buffets-- Decor

___Ceiling Treatment(s)

___Other...Theme Oriented

___Company Display (if applicable)

We’ve put together a great selection of decorations that should give you some great decorating ideas.

ENTERTAINMENT

___DJ

___Band Type__________________

___Music During Cocktails

___Caricaturist

___Magician

___Balloon Magic

___Clowns ___Jugglers ___Mimes Other_________________

___Santa

___Photo favors.  Think about using a life sized cutout?

___Special Presentation: Who to emcee? Who to present?

___Toasts___ ___Audio/Visual Needs?

___Other...Theme Oriented