22 Tips from Event Industry Experts for a Perfect Company Christmas Party

9 mins read

July 16, 2024

9 mins read

It’s beginning to look a lot like… a company Christmas party!

Planning a Christmas party can be as tricky as untangling Christmas lights. From dietary restrictions and entertainment to venue selection and transportation, there are countless details to consider. How do you ensure everyone has a magical time?

Luckily, our expert event planners have you covered. Think of them as the Santa’s elves of the event world, crafting magical experiences with expertise behind the scenes.

Remember, it’s never too early to plan a Christmas party! We’ve gathered top tips from seasoned event experts to help you create a holiday celebration that will make everyone believe in the magic of Christmas again.

First, let’s introduce our experts who know all about how to turn events into something extraordinary.

graphics for blog 5 — Our experts have years of experience in turning any event into something truly special.

💰 Budgeting: The Foundation of Your Party

Budgeting is crucial when planning your Christmas party. And there are some important questions to answer that come along with that:

Can your company afford an external venue, or should you host it at the office?
What’s the maximum amount you can allocate?
What about hidden costs like overtime pay or last-minute decorations?
Is it cheaper to hire entertainment or come up with your activities?
And how can you make the event feel festive without breaking the bank?

If this is the main event for your staff, don’t hesitate to splurge a little to boost morale and make everyone feel valued. Our experts agree that a little extra can go a long way, and a well-planned celebration can make your employees feel part of something special.

Victor Kagira, Corporate Event Planner at Virgin Australia says defining your budget early on is key. This will guide all your decisions, from the venue to entertainment, making the planning process smoother than Santa’s sleigh ride.
Raj Somaiya, Founder of Silverfox Events, UK, adds that breaking your budget into categories will help you avoid financial surprises.
Mike Walker, Managing Director of MGN Events, urges people to allocate funds wisely and securing additional budgets if necessary.

🎇Venue: The Stage for Your Festivities

holiday party venue small san francisco 1024x768 1 — Chic and sophisticated, this venue sets the stage for a stylish holiday affair. | Dining Room at Park James Hotel, San Francisco

Choosing the right venue can make or break your Christmas party.

Some places have that certain je ne sais quoi that creates an ambiance of joy and puts everyone in a great mood. Picking a venue with a historic or themed vibe can be a fun way to inspire a dress code.

Just imagine your colleagues in Victorian garb or 80s attire—it’s a party and a show!

4. Raj recommends providing several venue options that align with your criteria and ensuring convenient accessibility for all guests. Conducting a survey via Slack or Google Forms allows everyone to vote for their favourite space, ensuring the venue resonates with the majority.

5. Victor emphasises, “Selecting a venue that mirrors your company’s culture is crucial.” Mike adds, “An art gallery might ignite inspiration for a creative firm, while an eco-friendly company could thrive in a green space setting. Tech companies might lean towards sleek, modern venues, whereas more traditional firms might prefer the timeless elegance of a historic venue.”

🍽️Catering: Satisfy Every Palate

13 christmas party ideas in london for a magical 2023 celebration 1 1 1024x681 1 — The London Ellipse Hall at the Museum Of London, Barbican

Catering to different dietary needs is essential to ensure everyone feels included and enjoys the celebration. To avoid frowning faces and ensure everyone leaves satisfied, here’s what our seasoned party planners have to say:

6. Raj suggests gluten-free, vegan, and vegetarian options and tailoring the menu to your party theme.

7. Lizzie Liebenhals, director and founder of Halls and Halls, recommends upgrading your event with gourmet dishes and fine drinks, hiring a professional chef, and offering a range of high-quality beverages.

Adding a private bar at the venue or making sure that the venue has different spaces where your guests can eat or drink is always a good idea!

🥂Create a Memorable Food and Beverage Experience

chicago christmas club 1 — Chicago Christmas Club sets the right mood for the holiday season.

What’s a Christmas party without delicious food?

It’s not just about grandma’s pie anymore (even if that’s still a welcome addition). Corporate holiday parties demand culinary excellence that can rival even her best recipes. Companies should consider building an entire experience around food and drinks and turning dining into entertainment—an event itself!

8. Ewelina Dunkley, Global Event Manager on the Community Experience team at Meta suggests collaborating with local vendors who offer diverse food options and unique versions of dishes. This is an excellent way to support small businesses during the Christmas season, especially if it aligns with your company’s culture. Set up themed food stations and interactive experiences like live cooking demonstrations to engage guests.

How about a hot chocolate bar or a Christmas cookie decorating station?

✨Atmosphere: Creating the Holiday Spirit

48552 entire venue room 1 1024x683 1 — Let your venue set the right party mood. The Landmark, Los Angeles

🎶 It’s beginning to look a lot like Christmas🎶

The snow delicately draping the trees, the aroma of hot chocolate wafting through the air, and the Christmas tree beaming at guests are the makings of a truly magical season!

Infusing the room with that holiday spirit is no small task, but our experts break it down into something easy to digest with the perfect tips to sprinkle in that festive charm just right.

9. Victor believes the right lighting and decorations can transform any venue. String lights, candles, and holiday patterns set the mood.

10. Lizzie adds that opulent floral arrangements and luxurious fabrics add warmth and sophistication to any venue.

11. Raj encourages using tasteful decorations that enhance the venue’s natural beauty.

🎵Entertainment: Keep the Fun Going

61434 garden space room 1024x682 1 — Make your party an engaging one by including interesting activities for everyone. Bexx Secret Garden, Los Angeles

Plan Engaging Activities. No one wants to attend a dull party, and you don’t want Christmas cheers to turn into grins.

12. “Incorporate games, secret Santa exchanges, or charity drives to entertain guests,” says Victor.

13. Lizzie advises hiring top-notch entertainment such as jazz bands or live artists, while Raj emphasises the importance of choosing reliable entertainers and planning engaging excursions or activities to keep guests entertained. Mike adds that considering comedians or performers for variety and booking A-list entertainers early can enhance the event experience

14. Ewelina mentions activities like photo booths, craft stations, and festive games at her company parties. Organising a Secret Santa exchange or hosting competitions like an ugly sweater contest or gingerbread house decorating.

How about a Christmas karaoke session featuring holiday classics and pop hits? Last Christmas, I gave you my heart 🎶

💌Invitations and Guest Management

Personalised invitations never grow old. Remember the excitement of getting a Christmas card in the mail?

15. Lizzie suggests sending custom-designed invitations using high-quality materials and adding personal touches to make guests feel special.

🚚Logistics: Smooth Operations

Careful planning prevents last-minute hiccups that could dampen the festive spirit. Getting logistics right means creating a memorable event that reflects well on the company and leaves guests feeling merry and cared for.

📅Create a Timeline

16. Mike encourages all party planners to create a detailed timeline to keep everything on track, from sending invitations to finalising catering. This proactive approach helps ensure every detail is meticulously planned, paving the way for a smoothly executed event.

🚗Ensure Reliable Transport

17. Raj advises arranging seamless travel arrangements for guests. This includes booking reliable transport and providing travel options like shuttle services.

18. Mike adds that considering guest convenience is crucial. Arranging coaches or transfers to ensure everyone gets home safely adds a layer of comfort and ease for everyone.

👩‍💼Hire Experienced Event Planners

19. Planning a holiday event for your company can feel like herding reindeer—it’s a challenge! Hiring an experienced event company reduces stress and ensures a professionally executed event. It also allows all your guests to enjoy the party without worrying about the details.

🎨Theme and Timing: Setting the Scene

58042 mezzanine room 1 — Go for a feeling of luxury by choosing a beautifully decorated space. The Old Bank of England, London

They say timing is everything, but when it comes to a Christmas party, the theme is equally important.

An engaging theme sets the overall atmosphere, while the time and date play an important role in attendance during the hectic holiday season, as most people are hoping and planning to spend time with their families and close friends.

20. Ewelina speaks of the importance of a creative theme to set the tone and encourage attendance. Consider themes like Winter Wonderland, Narnia, or Christmas Around the World. The right theme can transform your event into a memorable experience.

21. She also mentions how the time and date affect the party attendance. Select a convenient time and date. An early evening start or a weekend date can accommodate those with children or long commutes, making it easier for everyone to attend.

🛋️Comfort: A Welcoming Environment

Focus on making the environment and space as comfy as home! It should be aesthetically pleasing and inviting, allowing guests to unwind in their own way.

22. Ewelina stresses the importance of designating a quiet area where guests can relax away from the noise and bustle. This could be a cozy lounge with comfortable seating, soft lighting, and calming music. It’s ideal for those who need a break, want to have a quiet conversation, or have sensory sensitivities