Being given the responsibility to arrange the office Christmas party can be a daunting challenge, with what it may seem, way too many tasks to deal with. The office Christmas party is often the highlight of the year for the team, something to really look forward to, so expectations will be high for an amazing experience. And of course, you want to create it for them!
So as experienced Christmas party planners in Cambridge – this is our advice to you:
Start planning in July!
There are only so many dates in December and endless companies looking to book their teams a place at the best local party venues. So, start taking a look in July at what is available.
Make a shortlist!
Cambridge is full of venues, but finding the right one can mean a lot of research. Venues with capacity for big events will book up quickly, and venues renowned for a good party will start to be reserved from as early as March onwards.
A few things to think about when choosing a venue…
Private or Shared Party
Would you like a private Christmas party – or would you prefer a mixed party atmosphere.
Shared evenings always make for a fantastic party. It mixes together all of the different personalities from each and every company attending, and allows the dynamics of all of the different industries to blend together to bring out the best in each other. This always, without doubt, brings the very best party atmosphere.
A private party allows you to tailor the evening a little more to your own requirements, arrange your own end of year awards and speeches throughout the evening and really tailor the evening to your staff by adding some personal touches.
Partners or no partners
Do you like to have a party for soley your staff only, or would you like to invite partners for the evening. Have a head-count before emailing your enquiry to the venue, so they can offer you the best package.
Ask to see photographs and videos of the venue
Ensure that the venue is going to live up to expectation. Its great to see videos, photos and also ask for some reviews from companies from the previous year which you can speak to, to check their experience and feedback. Most venues will be happy to pass on those details.
Layout of the venue
Having the right layout for the event makes all of the difference. Having the bar, dancefloor, stages, loo’s, smoking areas, cloak room areas and parking all in the right places can alter the whole evening quite significantly. Ensure that your venue has been operating for a number of years and that they have the experience to ensure that the layout of the party will be spot on for you.
Theming and decoration
You want this to have the WOW FACTOR. Ensure there is decoration. Magical always wins at Christmas and will drive excitement for the evening. A theme is always fun and well enjoyed by everyone.
Party finish time
The party will always get going after dinner so a 12.30pm/1.00am finish is always the best party!
The food
Ensure that the food is of a very high standard. As not everyone likes the dancing or drinking part of the evening. Some guests will be looking forward to the food and look forward most to that part of the evening. Service, staffing, knowledge of food, speed, quality and experience of the catering company are all very important. You can always request a tasting of the menu should you be booking private hire use of the venue. This is generally offered complimentary especially for larger parties of 150 plus guests.
Ensure there is a host or point of contact for the evening who can look after any special dietaries for the evening. Some of the guests may have special requirements and will always feel more at ease knowing that someone at the venue is looking after them.
The drinks
Wine on the tables is not always the best option for your team. Some of the gents may prefer a nice cold beer waiting for them, perhaps some soft drinks or fizz. Explore the idea of pre-ordered drinks packages to be on the tables ready for when you are seated for dinner.
A flexible approach at the bar is always helpful for you as the organiser. Perhaps wrist bands and a pre-set bar tab would work nicely. Ensure there is always some table water.
Entertainment
Entertainment during the drink’s reception is always nice. It helps to set the scene for the evening. The dinner service will take around two hours (if a three-course meal), so something through this time often goes down very well. Ensure that you give your guests time to chat between courses as some may not have seen each other for days or weeks now that so many people work from home. Live musicians alongside the DJ are well received and bring a nice live aspect to the evening. Immersive entertainment is very popular – when the theme for the evening is played out around you as you sit for dinner.
Little added extras
So that you can ensure that every guests has something on the evening that they enjoy, some companies like to add some little added extras. Casino’s are always fun, photo booths and photographers/videographers for the memories between colleagues, and interactive gaming stations
are just a few examples of the little extras that you bring to the party to ensure that you have everyone covered.
The venue will generally deal with the names for the tables and the table plan – but you may like to use something branded if it is a private hire party. Ask the event management about their plans for the table plans.
Location
Ensure that there are good road networks nearby. That there is a motorway within close proximity and not too many smaller windy roads which could make navigation tricky at that time of the year.
Parking & access
Ensure your venue has good access. A hard-standing tarmac car park or fully tracked installed carpark if a temporary venue, to ensure that your guests’ cars are not caught in the mud and expensive shoes don’t have to walk across wet muddy grass. Think about access for buses and taxis, ensuring that the cars will not be queued along single-track roadways in to and out of the venue causing delays. An in and out of the venue makes for smoother access. Ensure that cars can be left overnight.
Technical equipment available for speeches and awards
Should you be looking to arrange speeches or awards throughout the evening, ensure that the venue has the appropriate equipment installed for your use. Lecterns, microphones, sound and light technicians and an event manager to co-ordinate all for you.
Disabled access
Its super important to ensure that all guests are comfortable within the venue, so make sure that the venue have accessibility for all of your guests’ requirements. From moving from the car to the entrance, and within the venue itself, this is a super important detail.
Cloakrooms
Ensure there is a managed cloakroom at the venue to ensure that your guests coats, laptops and belongings can be safely looked after, especially if the party is straight after work.
Build your own venue at the office!
Should a venue not work for you, you can build and create your very own space at your offices. Either using the existing rooms and space you have internally, or by attaching an extension marquee. This is an amazing way to keep the company at the ultimate forefront of the evening. You may also use the marquee for an exhibition or conference at the same time to build your brand or treat your suppliers and customers to some festivities.
An evening party doesn’t suit your company?
Why not consider a lunchtime event? Or a family Christmas experience to include the children.
Want to find out more?
HQ Nights Christmas Parties Cambridge www.hqnights.com
With various Cambridge Christmas Party options this December including private & shared party nights, family style Christmas experiences and lunch Christmas parties. Email for more information: party@hqnights.com