{"id":58598,"date":"2019-08-07T17:48:07","date_gmt":"2019-08-07T21:48:07","guid":{"rendered":"https:\/\/www.wework.com\/ideas\/?p=58598"},"modified":"2021-08-06T10:35:22","modified_gmt":"2021-08-06T14:35:22","slug":"its-not-too-early-to-plan-your-office-holiday-party","status":"publish","type":"post","link":"https:\/\/www.wework.com\/ideas\/professional-development\/creativity-culture\/its-not-too-early-to-plan-your-office-holiday-party","title":{"rendered":"It\u2019s not too early to plan your office holiday party"},"content":{"rendered":"\n

This was originally published on Managed by Q\u2019s blog<\/a>\u2014helping inspire workplace professionals to create the best office experience, design, and culture. <\/em>Read more here.<\/em><\/a> Plus,<\/em> join Managed by Q on Aug. 14 for a Holiday Party Planning Workshop<\/a> at Managed by Q HQ. Budget, plan, and get inspiration for your 2019 office holiday party.<\/em><\/p>\n\n\n\n

Imagine Thanksgiving rolling around and instead of panicking about the impending holiday season you feel calm and collected because your office holiday party has been planned for months. Feels pretty great, right?<\/p>\n\n\n\n

To avoid the rush and stress that surrounds the holidays, start planning your office festivities as early as possible\u2014yes, even in the summer. By starting early, you increase the chances of securing your ideal date, venue, and top vendor choices. You may even lock them in at lower rates before peak season.<\/p>\n\n\n\n

Starting early also gives you a chance to turn your annual celebration into a team-building opportunity. At its best an office holiday party is an event that embraces your company\u2019s culture, feels inclusive, and is an opportunity to celebrate what your company has accomplished together over the past year. A well-planned, meaningful celebration can encourage workplace friendships to form and deepen, which, according to Harvard Business Review<\/em><\/a>,<\/em> can boost employee satisfaction by 50 percent.<\/p>\n\n\n\n

With advance notice, you can create an office holiday party task force and recruit interested team members to help you out. This also ensures that you don\u2019t have to shoulder the entire party-planning burden. When planning the party is a group effort, you can encourage collaboration between people on different teams, work to align your celebration with your workplace culture, be transparent about your party budget, and stay accountable and on-task so no detail gets overlooked. Below are guidelines to get you started planning the perfect holiday party for your office.<\/p>\n\n\n\n

Plan the right party for your company<\/strong><\/h2>\n\n\n\n

Your office holiday party is a chance for your entire team to mingle and get to know each other. Your theme, activities, entertainment, food, music, venue, layout, and party vibe all play a role in setting the tone for your party. Before you leap into logistics, your first task is to clarify your team size, guest list, and budget because those will influence the type of party you will plan.<\/p>\n\n\n\n

Next, think about the vibe you want to create. Do you want a quieter event where people will be able to chat in small groups? Maybe you want quiet background music and your team could create a playlist together. More energetic group? Perhaps a DJ bringing the dance tunes would be a better fit. Does your team have hidden talents and enjoy participation? You could include a dance-off or karaoke contest.<\/p>\n\n\n\n

If you choose to have a theme, it could be a natural extension of your company\u2019s product and culture. For example, a travel company might have a theme that references their top destinations from around the world. Or a pet supply provider could have a pet-themed and pet-friendly party. Not sure what theme will resonate with your colleagues? Choose a few of your strongest ideas and create a poll for your colleagues to vote on their favorites.<\/p>\n\n\n\n

Having a sense of these types of details at the beginning will help guide you as you research and confirm a venue and consider your options for entertainment and refreshments.<\/p>\n\n\n\n

Find the perfect venue<\/strong><\/h2>\n\n\n\n

Once you have a sense of what type of party you want to put together, focus on securing a venue. Work with your office holiday party task force to create a list of potential venues that have capacity for your group and will be a fit for your budget and the vibe you want to create. Other factors to consider when choosing a venue include: location, public transportation options, accessibility, sound system, and whether food and drink are included or you need to bring in your own.<\/p>\n\n\n\n

Reach out to the spaces you are considering for pricing as soon as you can\u2014three to four months in advance, if possible. Ask what types of packages they might be able to offer you, such as an open bar or discounts on food. Before you sign a contract, discuss liability, insurance, the deposit amount, and what is required in terms of setup and cleanup. Spaces fill up fast as the holidays approach, so once you\u2019ve found the perfect space for your event, be prepared to book it!<\/p>\n\n\n\n

You may also decide that you would rather save money and host your party in your office. If this is the case, you can focus on planning for decorations, food, and activities, but be sure you have the space and capacity to accommodate the type of party you are planning.<\/p>\n\n\n\n

Review vendor contracts carefully<\/strong><\/h2>\n\n\n\n

It should go without saying, but be sure to review or create a contract for every vendor. Your contract should outline the cost, payment schedule, and who\u2019s liable if something breaks or someone gets hurt. It should also include details like load-in time, drop-off, pickup, how many staff members the vendor is sending, and what type of insurance they will provide. Finally, your contract should detail what exactly you expect to receive and what happens if your vendor doesn\u2019t show up or deliver what you agreed upon.<\/p>\n\n\n\n

Select the right food and drinks<\/strong><\/h2>\n\n\n\n

Great refreshments can make a party. What you decide to serve is entirely based on your theme, team interests, and budget.<\/p>\n\n\n\n

Ordering food for a party is always a balancing act. You want to make sure to order plenty of food and drinks, but try to create a rough estimate of how much people will eat<\/a> to avoid being stuck with heaps of leftovers. Consider the timing of your office holiday party. Will partygoers expect dinner or are hors d’oeuvres sufficient? Are you serving alcohol? In addition, take into account the dietary needs of your colleagues and their guests, including vegetarian, vegan, and gluten-free options. If your team and party is smaller, ask them about their dietary needs beforehand and account for those rather than ordering more food than you need.<\/p>\n\n\n\n

Also plan for the amount and type of alcohol you will serve and consider how this fits with your company guidelines and culture. Will you need to hire a bartender with a liquor license or will the venue provide this for you? <\/p>\n\n\n\n

As you consider caterers look at reviews and ask friends and colleagues for recommendations not just about taste, but also timeliness, delivery, and service of catering companies they have worked with. If you can, try to get samples or go in for a taste test. Consider catering services that will help you connect with the right restaurants for you and estimate how much you need to order.<\/p>\n\n\n\n

Choose the right activities for your office holiday party<\/strong><\/h2>\n\n\n\n

Once you\u2019ve secured your venue and taken care of food, you can concentrate on the fun stuff: planning the activities. If your party centers around food, music, and mingling, you may not need to provide additional entertainment. However, games and activities create a more interactive environment and can help break the ice if your team doesn\u2019t know each other well.<\/p>\n\n\n\n

Work with your office holiday party task force to define what type of activities your team would enjoy that fit with your theme and reconfirm your budget with your leadership team. This TINYPulse post<\/a> suggests sticking to one or two entertainment options to encourage bonding rather than distracting your team. As you choose activities consider what will feel welcoming, inclusive, and fun for all of your team members. Here are some activities to consider:<\/p>\n\n\n\n