If you haven’t already, it’s time to start thinking about your office holiday party. We know that it isn’t even Halloween yet, but once you brush away those cobwebs on November 1st, holiday season will officially be upon us and it’s important to get the ball rolling before schedules start booking up (both yours and the vendor’s)! And because we also know that coordinating an office full of people is a nightmare, we’re breaking down all the tricks of our trade to help you survive holiday party planning. You ready? Let’s get to work!
- The Event: First thing’s first when you’re party planning- you need to figure out what you’re looking for. Will the event be drinks and small bites? Buffet style and soft drinks? A sit down meal? Is the party going to be at your office or are you going to rent out a space? Should there be food at all? There are a lot of factors to consider and it’s important to determine what you have in mind for the party and then confirm with your boss or your coworkers that you’re all on the same page. For most holiday events, people expect appetizers and drinks but it varies company to company on how light or heavy the food and drinks will be. So it’s key to decide what’s right for you and your team and then figure out what your next steps should be. Once you’ve determined your vision for the party, it’s much easier to sort out the rest of the details.
- Budget: Your vision for the event and the budget really go hand in hand. Since there’s a fee associated with each part of your event (except the space if you’re hosting it in your office) it’s really important to sit down with your boss and/or coworkers to get on the same page, as we mentioned above. If you have a specific vision for your event, it’s good to do a little research into pricing and get an idea of how much the event will cost. You can then approach your boss or manager with a general outline and walk through what’s realistic on their end. Your budget has to be concrete and clear from the beginning so that you can figure out what you can afford in regards to space, food, drinks and any additional costs, like staff or rentals.
- Date, Place and Time: This will most likely be the trickiest part of the process because it requires you to coordinate multiple people’s schedules and find one night that every person is available for at least 3 hours. Generally holiday parties are scheduled on a weeknight from the beginning of December until the end of January but again, it’s all about what works for you and your coworkers. Place isn’t as difficult of a factor because it’s usually decided by your budget. Larger companies tend to rent out spaces for holiday parties because they may not be able to fit all of their employees in one office or they have a bigger budget and can afford to go outside the office. Those event spaces commonly book up 3-6 months out from the event (depending on the space) so if you’re planning to go outside the office, definitely start reaching out to event spaces and restaurants as soon as you can to determine their availability. If you’re renting out a space, this will also help you zero in on a date since you will be coordinating with the space’s schedule as well. However, a lot of companies that have tighter budgets or that are looking for something more intimate will do events in the office so that they can put more money towards food and drinks and be in a comfortable setting. Also, hosting the party at your office takes much less coordination and puts the ball in your court for determining timing, since you’re not going off of the space’s time frame. Timing is the final scheduling issue that you need to determine. Most holiday parties run from 6PM to 9PM or 5PM to 9PM, but it really depends on the employees at your company. It’s important to be cognizant of your colleagues’s personal lives (kids, spouses, travel time) and take that into consideration when setting your start and end times. Most of the time the party will start at the end of the work day or 30 minutes after (in case you need to travel to the event space) and end 3 or 4 hours later. However, you don’t want it to end too late and have people be exhausted at work the next day. With timing, it’s good to discuss what people are comfortable with and strike a happy medium.
- Food and Drinks: Once all of the logistical issues have been determined, it’s time to focus on food and drink. If your team decided to rent out a space, you may be all set as some event spaces have catering on-site and include food and drink menus for a set amount of hours. However, if you’re hosting the event in your office, you have more leeway to figure out if you want a full meal or appetizers and beer, wine, cocktails or soft drinks. In regards to food, most holiday events don’t provide full meals because it’s hard to chat with others while holding a huge plate of food. However, it’s important to keep in mind that the event will be going on during normal dinner hours so your coworkers will be looking to eat. A good way to break it down is pieces per person and work from there. Generally a normal event estimates about 3-4 pieces per person per hour, which if you have a 3 hour event means you’ll need about 9-12 pieces per person to keep them feeling satisfied throughout the party. However, make sure that you’re including options for everyone and considering any food allergies or dietary restrictions when putting the menu together. If you’re not sure about allergies or dietary restrictions, it’s always a good to include a cheese and cracker platter or crudites and dip as an option that almost everyone can eat. Next focus on the drinks. If your company is allowing alcohol to be served, beer and wine are usually the easiest beverages to coordinate. Cocktails are a little more risky because without a bartender everyone will have to pour their own drinks and it’s hard to determine how much you’ll need. Drinks are determined in the same way food is, about 1-2 drinks per person per hour. Once you have an idea of the number of drinks you need, you can then break it down between beer and wine (1 beer is 1 drink, 1 bottle of wine is usually 4 drinks). The safest way to do so is to split it 50/50 and estimate that half of the people will drink wine and half of the people will drink beer. If one runs out before the other, they can always switch over. It’s also good to make sure that you include soft drinks such as water, soda, or juice, into the mix along with the alcohol. Generally we say about 1-2 soft drinks per person during an event. It’s always good to include options in case someone wants to break up their drinks or doesn’t want to drink at all but wants something to sip on throughout the night.
- Additional Things to Think About, i.e. Staffing, Rentals and Decorations: These ideas are just some additional points to think about and definitely not required for any holiday event. They are extra costs that can or cannot be included with your party, depending again on the event itself and your budget. Staffing is always something to consider, especially if you’re interested in serving drinks at your party. You can hire a bartender to pour wine and beer or a mixologist to create cocktails. You can also have servers at the event passing around appetizers, cleaning up any dirty plates or spills and generally just helping out to make sure that the event runs smoothly. Bartenders and servers usually cost a flat rate and work for 4 or 5 hours. Rentals, such as glassware, tables, linens are another option to consider. If you’re looking to make your party a little more upscale, you can rent wine glasses rather than using plastic cups or cover tables with white linen tablecloths for a nicer presentation. Rental cost differs between rental companies but each place tends to have a minimum amount that you need to spend in order to have them deliver to your office or event space. However, every rental company can give recommendations on what you’ll need depending on the number of people you have and what you’re looking for. Finally, although some decorations can get cheesy, they are a cost effective way to make an event a little more exciting. Incorporating some small items into the mix like lights, streamers and signs can really transform a room and get people into the holiday spirit.
There are a lot of different components to keep in mind when planning a holiday party. But as long as you have an idea of what you want your party to be and your budget is set, it’s easy to make the other details fit around that. And if you don’t feel like considering any of these factors, let us do the work for you! We’ll examine your event requirements, budget, headcount, dietary restrictions, etc. and suggest menu options specific to you and your team. Email us at email@example.com to receive a custom proposal for your next holiday party!
**For a limited time only, clients who book their holiday party with us before November 16th will receive 10% off their order of $350 or more!**
(Offer good until Friday, November 16th. Offer good for one holiday party of choice. One per company)