Being responsible for the office Christmas party can be very stressful. Colleagues will be expecting you to provide the perfect event; as will your boss, but at the best possible price. And it all has to be organised whilst managing your usual heavy workload.

Here are a few tips to help keep the run up the Christmas stress free:

Set a date set as soon as possible:

Only attempt to ask around for dates if your office or department has under 20 people. Any number above that and you’ll never get an agreement. Just set a date and inform everyone. They key to getting a full turn out is to give plenty of notice, ideally six weeks. Don’t inform people unless you have confirmed the venue.

If you want a Friday night party in the middle two weeks of December you really do need to book by the beginning of October.

Venue:

It’s always best to have your event at a venue rather than in the office. Staff feel more valued if they are taken out, plus you don’t have to worry about office health and safety issues, not to mention the mess the next day.

Decide whether you want to take over a venue for a private party or attend a shared party. For easy organisation find a venue that will provide entertainment too.

If you just book a restaurant find out how many sittings they have per evening otherwise you could find yourself being rushed to finish to make way for the next guests.

Don’t forget to ask about dress code and what time the party will have to finish.

Choose a venue that is central for everyone and close to transport links so that the journey home for people is as easy and safe as possible. If it’s not, provide transport back to the office as a central point.

Line-up taxis beforehand. Everyone else wants a taxi at this time of year.

Food & drink:

Do provide food and not just drink! As most problems occur due to excess alcohol, be aware that your company may be held responsible for the actions of staff at parties.

Providing food doesn’t have to be expensive. Most venues have a set Christmas menu selection and a range of budgets. If the party is in the office, party platters from good sandwich companies or supermarkets are very cost effective.

Decide on a drinks policy beforehand. Will the company pay for a welcome drink or the first few drinks only, the whole lot or nothing at all? Make sure staff know well in advance what drinks will or won’t be provided.

Guest List and Invitations:

If you’re organising a very large party or inviting guests from outside the company, a formal invitation is required. If not, an all-staff email will suffice. Follow up with reminders a week before and two days before the event.

Make sure you include an RSVP and menu confirmation deadline. Give people an email reminder a day before the deadline to cut down on chasing staff.

Let client or customer facing staff such as reception and customer care know well in advance if they have to organise cover for their jobs so they can attend the party and which department will cover the cost!

Build it Up and Make it Fun:

Every company has its scrooges so try and create some extra interest as you approach the Christmas party date. Organise a Secret Santa, set a theme and ask people to come in fancy dress or run an award on the night for the best dressed or most festive looking person. Put disposable cameras on the tables and get them developed the next day and up on the notice board or company intranet.