Introduction

We would like to use this opportunity to send a gentle reminder to all of our Office Managers, Team Assistants, and Administrative staff to get ahead of the game and start thinking about that special time of year! Getting into the festive spirit now sure may feel like a daunting task but organising the much-anticipated office Christmas party is likely on your horizon. With early planning, determination and a dash of creativity, you can ensure this year’s event is an unforgettable celebration that will have your whole office talking into the New Year!

Step 1: Set your Budget and Get Approval

You need a clear vision! Pull out Pinterest, Google or your trustworthy contact list and think about the atmosphere you want or what your management/colleagues would prefer – are you going warm and cozy, glamorous, or simply fun and festive?

  • Draft a budget including venue costs, catering, entertainment, taxis, and any additional costs.
  • Top Tip: Always include a little extra for unexpected expenses!
  • Present it to the relevant decision makers for approval.

Step 2: Choose a Date and Venue

The venue is the key to this event’s success (and needs to be booked ASAP!). Luckily London offers a plethora of options, from slick rooftop bars, quirky concept spaces and wonderful restaurants.

  • Decide on a date that works for most of your colleagues.
  • Consider the logistics – how easy is it to get everyone to the venue?
  • Top Tip: Proximity to the office is highly recommended as well as public transport so everyone can make a smooth journey home.

Step 3: Create a Theme

This is an optional step as themes are not every organisation’s cup of tea but it can add a touch of magic and memory – even a simple Christmas jumper competition is guaranteed to provide a barrel of laughs!

  • Top Tip: Whether you are thinking Winter Wonderland, Great Gatsby, James Bond, Roman Togas or a Luau, we recommend you get preferences from your colleagues.
  • Incorporate the theme into invitations, entertainment, dress code and even the menu.

Step 4: Plan the Menu

Food is the heart of any celebration! Most London offices can never turn down the satisfaction of a hearty traditional Christmas feast but you also have an abundance of options when it comes to international cuisine. No matter what you choose, the menu should cater to all dietary preferences.

  • Work with the venue or caterer to create a menu that includes options for all dietary preferences and those with allergies.
  • Consider drinks in the budget!
  • Top Tip: Perhaps food stations to add a little extra to the dining experience.

Step 5: Send Out Invites

An invitation sets the tone for the event. You know yourself how excited you get when you receive the invite to an Office social? Make sure the invite reflects the theme and the excitement of the occasion.

  • Send out invitations at least a month in advance (the earlier the better!).
  • Must include: date, time, venue, dress code, and RSVP information.
  • Top Tip: If you are going for traditional paper invites, a handwritten note or a small festive treat can make the invite feel special.

Step 6: Plan the Logistics

The best events run smoothly because the little details have been taken care of (something our PA and EA community are no strangers to!). Do not forget to dedicate some time to plan how you want the evening to flow, from start to finish.

  • Create a timeline of the event, including arrival time, dinner, entertainment (if you have any) and carriages.
  • Top Tip: Ensure there is clarity on things like cloakroom facilities, transportation options, and any special requirements your colleagues may have.
  • Assign a few trusted colleagues to help with last-minute tasks or to act as points of contact through certain parts of the night.