What to Know When Planning a Corporate Holiday Party

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Planning a corporate holiday party can be a rewarding yet challenging endeavor. It’s a chance to celebrate and build camaraderie, but it also requires attention to detail, logistics, and office dynamics. Here’s a guideline to help you plan a successful corporate holiday party:

Planning Phase

Set a Budget

  • Determine the budget: Speak to executives or the finance department to understand how much can be spent on the event.

Choose a Date and Time

  • Poll Employees: Use tools like Doodle to gauge when most people are available.
  • Avoid Conflict: Make sure the date doesn’t conflict with other corporate events, or major holidays.

Venue Selection

  • Location: Should be easily accessible for all employees.
  • Capacity: Should accommodate all staff comfortably.
  • Facilities: Adequate parking, restrooms, and disability access.
  • Contract: Make sure you understand all terms before signing.

Theme and Decor

  • Choose a Theme: If you’re going for a themed party, decide early on.
  • Decor: Coordinate decorations according to theme and venue restrictions.

Food and Drinks

  • Catering: Choose a reputable service. Consider dietary restrictions.
  • Alcohol: Decide if it will be served and what limitations will be in place.

Entertainment

  • Activities: Games, photo booth, or a hired performer can be great for entertainment.
  • Music: DJ or playlist to set the mood.

Invitations

  • Send Invitations: Use digital invitations to track RSVPs.
  • Details: Make sure to include time, date, dress code, and other essentials.

Execution Phase

Communication

  • Regular Updates: Keep the team updated on plans, changes, and what to expect.

Logistics

  • Setup and Teardown: Ensure you have a team to set up before and clean up after the event.
  • Signage: Proper signs for directions, bathrooms, etc.
  • Safety Measures: First aid, emergency exits, and perhaps even designated drivers or cab vouchers if alcohol is served.

Vendor Coordination

  • Day-of Contacts: Ensure all vendors have a point person to speak to on the day.

Documentation

  • Photography/Videography: Consider hiring professionals to capture the event.

Post-Event Phase

  • Feedback: Use surveys to gather opinions on what went well and what could be improved.
  • Acknowledgments: Thank everyone involved in organizing.
  • Expense Tracking: Ensure all invoices are paid and do a budget reconciliation.
  • Documentation: Store all planning materials and feedback for future events.

Considerations

  • Inclusivity: Make sure the party is inclusive, respecting all religions, cultures, and dietary restrictions.
  • Gifts/Prizes: These could be a nice touch but consider the company’s gift policies.
  • Code of Conduct: Make sure employees understand that work policies apply at the event, including conduct related to alcohol consumption and harassment.

By attending to each of these areas, you’ll be well on your way to planning a corporate holiday party that is both fun and memorable.

If you are new to the wedding and event planning business or needing to jumpstart your growth, join us at The Event Planners Society Facebook group. Get started or take your Event & Wedding Planning business to the next level- I’ll show you how! 

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WE’D LOVE FOR YOU TO SHARE THIS IN YOUR NEWSLETTER OR WEBSITE BUT PLEASE INCLUDE THE FOLLOWING COMPLETE INFORMATION: Event Producer Strategist, Entrepreneur, Speaker, and Coach, Annette Naif, CEO & Creative Director of Naif Productions

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About Naif Productions:

Naif Productions is a strategic event planning, design and production firm specializing in corporate, live coaching sales events, social, non-profit, and weddings. Based in New York City, we produce events worldwide from Fortune 500 clients and coaches to families and charities. Naif Productions specializes in helping clients attain their goals, realize return on investment, and achieve the most unique, creative experiences.

About Annette Naif:

Since 1986 Annette Naif has been designing and producing custom events, helping clients create their unique style that translates into a memorable and profitable experience. Annette spent 17 years producing events in the motion picture industry where she helped coordinate numerous productions for film and episodic television programs. Since then Annette’s been running her own event production company, coaching other event planners, teaching an event operations and production course at NYU, and now is the CEO & Creative Director of Naif Productions.

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