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Tips for Planning the Perfect Christmas Event

Tips for Planning the Perfect Christmas Event

The holiday season is a magical time filled with joy, laughter, and a sense of togetherness! On the flip side it can also be stressful for employees trying to reach targets, process accounts, get projects over the line and work towards achieving organisational goals by year end.

Planning the perfect Christmas celebration to reward everyone for their hard work can bring on its own stresses but it can also be a delightful experience if you approach it with the right mindset and a solid plan. 

Here are some tips to help you create an unforgettable Christmas celebration!

1. Start Early

Begin your planning well in advance to avoid last-minute stress. Early preparation allows you to book the best venue, hire top-notch suppliers, and ensure that all your guests can prioritise their diary. 

Aim to start planning at least three to six months before. Venues quickly fill up on in-demand dates. Don’t panic if you feel overwhelmed and you’re unsure where to start – reach out to us as we have a plethora of venue options still available.

2. Set a Budget

Determine how much the company is willing to spend and stick to it. Consider all aspects of the event, including venue, catering, decorations, entertainment, and gifts. Having a clear budget helps you make informed decisions and avoid overspending.

3. Choose a Theme

A theme can add a fun element and offers a talking point within your team, before, during and after the event. Whether it’s a traditional Christmas, a winter wonderland, a movie theme or even your favourite Christmas colour, a theme helps guide your decorations, entertainment, invitations, and the menu!

4. Select the Perfect Venue

The venue sets the tone for your event. Choose a location that fits your theme and can comfortably accommodate the guest list. Consider location carefully – accessibility, parking, and how will people get home afterwards are all key considerations. 

Many venues offer special Christmas packages that include food, drinks, and entertainment. These can be a great way to simplify planning and ensure a memorable event.

5. Plan the Menu

Food is a central part of any celebration. Decide whether you want a sit-down dinner, sharing plates, a buffet, or a cocktail party with finger food. Make sure to cater to different dietary needs and preferences. There are so many more options now for vegetarians, vegan and other diets. The majority of chefs in the venues we work with are open to designing a bespoke menu to suit your preferences..

6. Send Out Invitations ASAP

As soon as you have your venue confirmed, send out a Save the Date invitation. Digital invitations are convenient and eco-friendly, but traditional paper invites can add a personal touch. Make sure to include all necessary details and request RSVPs to get an accurate headcount.

7. Decorate with Flair

Decorations bring the Christmas spirit to life. Use your theme to guide your choices. Handwritten place cards, personalised gifts for guests, or a slideshow of memories showing achievements during the year will all add to that feeling of gratitude.  Lights, ornaments, wreaths, and table centrepieces will transform your venue into a festive wonderland. We work closely with some fabulous suppliers in AV and design who are creative, flexible and will make your vision a reality.

8. Plan Entertainment

Keep your guests entertained with a mix of activities. Consider hiring a DJ or a live band, setting up a photo booth, or organising fun and inclusive games. You can have it as a focal point or subtle in the background. Well-planned entertainment keeps the energy high and ensures everyone has a great time.

9. Prepare for the Unexpected

Despite the best planning, unexpected issues can arise. Have a backup plan for key elements like outdoor activities, and keep a list of emergency contacts for your vendors. Being prepared helps you handle any surprises with ease.

10. Enjoy the Moment

Finally, remember to enjoy the event yourself. You’ve put in a lot of effort to make it perfect, so take the time to relax and celebrate – it’s your Christmas party too!

We look forward to helping you plan a Christmas event that is both magical and memorable – get in touch if you need our help in any way!

p.s Did you know we also help source Christmas gift vouchers for employees? Reach out if you need some ideas!

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