If you’re a first time party organiser, the first tip is Don’t Panic!. Christmas Parties can the highlight of the year for every company, so think about why you are giving a party in the first place and what you are aiming to do. For example, is the party a reward to staff for their work throughout the year or is it to impress suppliers and clients? The basics to organising a successful event remain the same. Establishing this will help to determine the look and feel of your party right from the outset; it will also help establish who should be invited.

It’s all in the preparation and planning so we have put together some useful tips to make sure you organise a night to remember.

The budget will determine what you can do and the venue you can afford so work this out before you begin planning in earnest. The sooner you do this, the more choice there will be of venue and suppliers.

Your next priority should be Location. This is absolutely essential to a successful party. Take advantage of a free venue finding service that some Event Management companies provide. A time consuming process, so as specialists in this field they will only recommend venues that meet your criteria and will provide you with availability, costs, menus and will offer solutions to transport problems.

Naturally, the theme of your event will have a bearing on your choice of venue, the style of the invitations, any dress code, the food and drink you choose to serve, the music and entertainment, as well as the way your venue is decorated. A well-executed theme can often be an icebreaker and sets the tone for the party. Do remember when confirming a venue to allow sufficient time for your suppliers to set-up.

In addition to the usual DJ and Band, you might also want some other form of live entertainment to support the evening, maybe a comedian, dancers, magicians or a speciality act. For larger parties or where events have use of several function spaces, a great idea is to hire in interactive games and activities such as funfair rides, casinos, simulators, oxygen bars etc so that your guests experience something wherever they are within the venue. An entertainment agency such as Carousel Events will help guide you through this tangled web of choice.

If partners are invited, a sit-down meal with entertainment is the most appropriate option. We would strongly suggest a menu tasting with your caterer prior to the event to ensure what you serve is appropriate as more often than not, organisers get too personal and forget about their guests’ preferences. Always establish if anyone has any specific dietary requirements before the event day, as this can be an unnecessary headache for both the guest and the service staff if the venue or caterer has not been informed.

If you want everyone to interact with each other and create a more informal atmosphere, then a buffet, food stations, bowl or finger food would be a much better option. This offers greater flexibility with venue, catering and themes. With regards to drinks, consider an unlimited package of wine, beer and soft drinks; this will control the finances whilst ensuring everyone has enough to enjoy the party.

Read any contracts carefully and beware of any restrictions on licensing hours and local noise abatement orders. Ensure the venue has public liability insurance and that there are no hidden extra costs such as security, power and labour costs.

Final Tip, have fun!