The countdown for your New Year’s Eve office party has begun.

10/09/2007

The Christmas and New Year’s Eve party season is just around the corner and now is the time to start the planning to ensure your 2007 office party is one to remember.

Now is the time to get feedback from staff about what kind of New Year’s Eve office party they would like. Ask about where they would like the event, what kind of food (finger, buffet or sit down), the entertainment and if there should be a theme. Ask those in charge of the money about the budget for the New Year’s Eve office party and how many guests there can be. Will staff be allowed to bring a guest? Do you want to have the office party at the office with caterers doing all the work or at a local pub, restaurant or venue? The venue will be dependant on your office party budget.

If you are hiring an outside venue make sure you remember to hire all other appropriate services such as a caterer, entertainment and transportation as well. It is also important to get quotes from all potential suppliers and any references they can give you that you can follow up on. Doing research into the venue, entertainment and caterer will ensure you pick the right one for a successful event. A hotel for the event venue is a good option as it allows guests to enjoy themselves and then just wander up to a room instead of driving home.

The next step is to determine the date. The earlier you start planning the more options you will have for the date. From now on most venues and musical entertainment will be getting booked up for the Christmas and New Year party season.

At about the end of October or beginning of November send save-the-date emails or cards to all those you want to invite and finalise the venue. Check your company’s policy on alcohol especially if you are having the New Year’s Eve office party at the office. If your venue doesn’t have a bar look into hiring one.

This is also a good time to start thinking about a theme for the New Year’s Eve office party. Themes can help with organising the decorations and make the event more fun and enjoyable for guests. Order decorations and any party favours at this time too.

A month before the New Year’s Eve office party send out the invitations ensuring that people know to RSVP. This is important, as you will need to inform the caterer/venue of how many will be attending. Inform guests of the theme on the invitations also, if there is one. When you get the RSVPs confirm any specific meal requirements that guests require (such as vegetarian, vegan or allergies) and inform the venue/caterer.

Confirm all bookings for the venue, caterer, music etc in writing one month before hand and ensure any deposits have gone through to secure the bookings. Order all transportation services that you require in order to get your guests home safely.

In mid December remind colleagues about the party with emails or posters around the building. Confirm all bookings again and have a think about any games you want to include at the event. These are great at breaking the ice and helping people to get to know one another better.

The week before re-confirm all the suppliers and services and ensuring everything is ready and then on the day enjoy yourself as much as everyone else.

Careful planning, staff involvement and a buzzing party atmosphere will ensure that your staff and guests have an enjoyable and memorable New Year’s Eve party.