How to Plan the Best Company Party

Planning the best anything is a lofty task. If you’re responsible for arranging your company’s party, whether during the holiday season or in honor of a special occasion, you have an enormous undertaking before you. It’s not quite as simple as hiring a catering company and renting a venue. You need an actual, concrete plan that helps you stay organized throughout the process. Here’s how to break it down in a manageable way.

Establish a Goal

It’s difficult to plan a party when you wander into the process blindly. It’s critical to establish an intuitive plan so that you can navigate each step with ease and purpose. Begin by focusing on the ultimate goal. Is it an annual holiday celebration, or a gathering to celebrate a long-awaited company milestone? Is it in honor of a particular employee who has served the company for decades, or a team who helped the business reach a new level of success? In many ways, company parties are similar to event productions. You have a duty to devise a plan that both honors the actual mission of the event and creates a fun and enjoyable atmosphere for all attendees.

Select a Venue

Before you do anything else, prioritize finding an appropriate venue for the party. The location should be large enough to accommodate everyone on the guest list, along with a few extras in case some last-minute additions arrive. Some companies may have community rooms designed specially to host such events, but in many cases, it’s more effective to simply rent a space. Always think about your company’s culture at this stage. Conservative brands are best suited to equally understated environments, like museums, while more creative companies can get away with hosting parties at dance clubs.

Research multipurpose event venues nearby, and take the time to examine the ambiance and character of each. Some are more modern and trendy, with elements like brick walls and industrial lighting, while others are warmer and more inviting, with features like chandeliers and elegant tables. Then there are non-traditional spaces, like art galleries and piano bars. If you plan to take a classic, understated approach, focus on venues like banquet halls and meeting rooms in hotels. You might also consider a local restaurant if you want to take advantage of their food services.

Choose the Food

The food is traditionally one of the most important parts of any event. It sets the tone right along with the venue. In simplest terms, quality food will impress all attendees, so this is one area where it pays to step outside of your comfort zone and explore your many options. As you navigate your choices, think about the reason for the party. For a holiday gathering, you will naturally want to include a variety of festive treats in keeping with the theme. An anniversary celebration, meanwhile, might include copious amounts of champagne, chocolate waterfalls and plated meals.

Sometimes the venue of choice may have an in-house catering option. You don’t have to use it if you’re interested in a specific type of menu they can’t create, though. Don’t forget about beverages, either. If you plan to serve alcohol, consider how you can best keep the party within reasonable control. For example, you might establish a car service budget to provide rides to anyone who needs help getting home safely. You can even give everyone drink tickets to cover one or two beverages; the rest must be paid out of pocket. This is an easy way to keep your costs in check too.

Hire the Entertainment

It’s not a party without reliable entertainment. There are many elements that go into this phase of the planning process. First, consider what you need to do to communicate with everyone throughout the festivities. You might need an audio-visual company to supply a quality sound system, including speakers and a microphone so that you can clearly make announcements as needed. Appropriate lighting is also essential; you could end up with safety and liability issues if the room is not bright enough.

Then think about the best way to entertain and satisfy the crowd. This also ties into the event venue’s rules and restrictions, so make sure to research those beforehand. You may not be able to hire a live band to perform inside an art gallery, for example. Another option is a DJ, who can spin decades’ worth of hits, take guest requests and ensure that everyone has an enjoyable time. You might also consider throwing a themed party, such as a talent show or a casino night. Don’t underestimate the value of going all out with entertainment. Interactivity and engagement are two key benefits that will help your party be a success.

Select Promotional Items

You can make your corporate party even more memorable by presenting all employees with promotional gifts. This isn’t just a chance to thank them for attending, it’s also a way to recognize them for what they bring to the company. Attach a corporate logo sticker to gift bags and add some festive elements, like colorful tissue paper, to complete the packaging. Then fill the bags with useful, memorable items that people will truly appreciate. A custom company mugs branded with the company’s logo is an excellent idea, as it’s something that everyone in the office can use. Sleek pens and custom company notebooks also make thoughtful additions. You could even add screen printed work shirts to help further your company’s message.

Remember that it’s all about planning and engagement. Don’t be afraid to recruit fellow coworkers to assist you through the planning process. The more that you work together, the more confident you’ll feel in the end result.