Top Tips For Organising Your Christmas Party

We hope these few handy hints will help you to plan the best party for your company. All feedback or additional questions welcomed!

Before you start looking for a venue:

Find out what is important to your guests (fine wines, live band, seated or buffet service) and plan accordingly. Make sure you have a list of possible dates when the MD and other senior staff can attend and that do not conflict with other company commitments.

How do I convince others that a Christmas Party is worth holding in a tough economic climate?

When budgets are being squeezed, this is a major and understandable issue for many clients. However, assuming a per head price of say £100 and an average salary of say £30,000, then the party will only cost 0.3% of the overall salary bill and many would see such a small investment in your people's team spirit, loyalty and morale as good value!

Many companies use this opportunity for the company leaders to address the staff and/or hand out annual achievement awards (before the drink has flowed too much is always best advice!). This will further add value to the event, as it is a rare opportunity to speak to the whole company.

Many staff view cancelling the Christmas party as the last straw, with the associated negative impact ensuing.

Do I go for a Shared or Exclusive Party?

If you are a group of under 100 guests then you will always get a better party for your money if you join in with other companies on a Shared Party Night. You will be mixed up with others during the reception, but your tables will be together for dining and in most cases the atmosphere and entertainment will be bigger and better!

If you are over 100 guests you will be able to find good exclusive venues for similar prices and, as long as the venue isn't too big for your group (always check the maximum numbers it can hold as a guide), then you can get a good atmosphere going with 80 or more guests in the room.

How do I make sure my proposed venue or organiser will deliver the goods on the night?

Shop around and check the financial stability of the supplier/venue before contracting. Ask to speak to three clients who were at the venue last year. If they can't supply these then beware! Don't pay too large a deposit to book. 40% should be the maximum. Never book without visiting the venue first.

How do I ensure best value?

The best way to achieve this is, without doubt, to book into a fully-produced run of nights at a venue. This will deliver a high standard of lighting and decoration at a fraction of the bespoke price and allow you to retain catering and entertainment content within a tight budget.

Be prepared to take a Monday/Tuesday, which will cost you 20% less than a prime date. You can also get better prices per head if you book close to maximum numbers, so find a venue that is the right size for your party.

Make sure the basics are right - a good first impression followed by good food, well-served and a great DJ/dancefloor. Everything else is non-essential to a great party and should be viewed as optional extras or unnecessary if you are on a tight budget.

Your guests won't mind if the extras you had last year are not affordable this time. Indeed they will respect you for being careful in tougher times.

Make sure that you have a clear policy on staff charging for travel home. An unlimited taxi policy can lead to a large and unforeseen bill in January. Venues close to tube and railway stations and a midnight finish, or a set "Get you Home" allowance will all help to control these costs and encourage taxi sharing etc.


We hope these thoughts and tips will help you plan the perfect party. Please also see our timetable for planning the perfect Christmas Party. Alternatively simply give us a call on the number above or e mail us your requirements and leave the rest to us!

View our thoughts on justifying your party to the bosses!