{"id":11092,"date":"2023-11-21T21:45:13","date_gmt":"2023-11-21T21:45:13","guid":{"rendered":"https:\/\/www.qualitycompanyformations.co.uk\/blog\/?p=11092"},"modified":"2024-09-15T15:13:27","modified_gmt":"2024-09-15T14:13:27","slug":"planning-last-minute-office-christmas-party","status":"publish","type":"post","link":"https:\/\/www.qualitycompanyformations.co.uk\/blog\/planning-last-minute-office-christmas-party\/","title":{"rendered":"A guide to planning a last-minute office Christmas party"},"content":{"rendered":"

Christmas comes around quicker every year, and before you know it, it\u2019s time to start planning the festivities again. But whether this is your first office Christmas party, or you\u2019ve hosted several in the past, it can be difficult to stay organised and keep things fresh and exciting for your staff.<\/p>\n

For business owners, there is never enough time in the day to get everything done. So, if the office Christmas party has slipped your mind, don\u2019t panic – it\u2019s still more than doable.<\/p>\n

In this post, we’ll take you through our 10-step guide to planning a last-minute office Christmas party. Our checklist will cover the following areas:<\/p>\n

    \n
  1. Stay calm<\/li>\n
  2. Set your budget<\/li>\n
  3. Delegate tasks<\/li>\n
  4. Choose a date<\/li>\n
  5. Book a venue<\/li>\n
  6. Plan the entertainment<\/li>\n
  7. Choose a food menu\/caterer<\/li>\n
  8. Send out invitations<\/li>\n
  9. Make travel arrangements<\/li>\n
  10. Last-minute preparations<\/li>\n<\/ol>\n

    Let\u2019s get started.<\/p>\n

    1. Stay calm<\/h3>\n

    The first thing to remember when you\u2019re running short on time to plan your office Christmas party is to stay calm. The trick is to carve some time out in your schedule to dedicate to it. That way, you can focus on the task at hand, avoid any distractions, and make efficient progress.<\/p>\n

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    Think about how much time you might need to get on top of things. A good way to approach this is by the size of your team. For instance, if you have 10-20 employees, a few hours in the morning may be enough to button down the key details. If you have 50-100 employees, however, you may need the whole day.<\/p>\n

    Either way, find a suitable slot in your diary to get your head down and think about the key details that need to be arranged first.<\/p>\n

    2. Set your budget<\/h3>\n

    The next step is to determine how much you want to spend on your office Christmas party. There are plenty of factors that will affect your costs. So, it\u2019s a good idea to start a spreadsheet that contains the following details:<\/p>\n

    Guest list<\/h4>\n

    To determine a budget, start by defining your group size. The bigger the group, the higher the total cost will be. Think about whether you\u2019re inviting employees only, employees and plus ones, or employees and clients. To accommodate a smaller budget, you may want to make this a staff-only event.<\/p>\n

    At this stage, it\u2019s best to plan for maximum capacity. Once you\u2019ve confirmed the specifics and received RSVPs, you\u2019ll be able to see if there is room in the budget for any extras.<\/p>\n

    Venue<\/h4>\n

    Both the type of venue and the location you choose will affect your budget. Will you simply be booking a table in a local pub or do you need to hire the whole restaurant? Are you based in a small town or in the heart of a big city? Will you keep the event local or plan something bigger that involves travelling?<\/p>\n

    The catering booking platform, VenueScanner<\/a>, says that this year’s Christmas packages range between \u00a315 and \u00a3150 per person. Prices are at the higher end in central London and tend to be lower outside major cities. Businesses vary in size and success, but generally, it\u2019s best to budget roughly \u00a370 per head when looking for a suitable venue.<\/p>\n

    Food and drink<\/h4>\n

    When making last-minute Christmas party arrangements, we recommend opting for an all-inclusive package that comes complete with catering. This way, you can hit two birds with one stone and save valuable time.<\/p>\n

    If you\u2019d prefer something more bespoke for your staff, you may struggle to fit it all in at this late stage and find an available caterer. They may also charge more for last-minute bookings.<\/p>\n

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    The other consideration to make at this stage is the drinks. Will you offer an open bar or ask employees to pay for their own drinks? You could set a cap so that the company covers some of the cost, but it all depends on your budget.<\/p>\n

    Depending on your venue, you might also find that they offer different refreshment packages that cater to different budgets, so do your research and find an option that suits you and how much you\u2019re willing to spend.<\/p>\n

    Entertainment<\/h4>\n

    There is a wide spectrum of entertainment options that you could go for when it comes to your work Christmas party. If you\u2019re booking a package deal as mentioned earlier, you can find some quirky and spectacular options like dance performances, as well as traditional options like a live band or DJ.<\/p>\n

    If you\u2019re working with a smaller budget, your entertainment could be Secret Santa. This is an excellent option that is generally well-received around the office and is another way to cut significant costs.<\/p>\n

    In this case, it\u2019s best to set a spending cap per person. This way, everyone is treated fairly and the event is more accessible. Normally, a \u00a310-\u00a320 budget will suffice, but you can adjust it based on your employees\u2019 circumstances.<\/p>\n

    Extra costs<\/h4>\n

    There are a few additional costs that you should consider and factor into your overall budget, if applicable. Think about whether the company will also be covering some of the following expenses:<\/p>\n