CHOOSING THE PERFECT VENUE FOR YOUR CHRISTMAS PARTY!
The festive season is only a few months away and the office Christmas party is an event that is most looked forward to… That is, unless you are the person tasked to plan it!
Planning the perfect Christmas party can put the organiser under a lot of pressure, especially if the event is being used as an added incentive to have the team push through the busy time of the year. Many event planners are more interested in thinking about the best Christmas party ideas and how to make it a bigger and better event this year, however the importance of venue selection for an event is key in ensuring a successful event as venues can book out quickly this time of year and the theme of the event will come down to what you can do with the chosen space – once you have decided.
Organisation is key in creating the best office Christmas party and we have put together 8 important factors to consider when choosing the right venue for your Christmas party.
While you may be tempted to leave your Christmas party to the last week of work before holidays when everyone is truly in the Christmas spirit, be conscious that many families are quick to take off on holidays and booking your party too close to Christmas Day may also affect your RSVPs. If you’re really struggling to pick a date for your party, try setting up an online poll or survey which you can then email to your office and let the majority decide on the date for you!
Once you’ve picked your date be sure to send out a save the date so your team have the party marked in the calendar. Once you’ve finalized more details you can then send an official invitation.
If you’re office is generally a younger crowd they will want a venue that will allow them to continue the party well into the night, whereas a more family orientated workplace will appreciate a day time activity or early evening get together. And if you’re bringing together different departments who don’t often socialise or work together think about including an activity or theme to act as an icebreaker.
Putting an idea’s box’ in the team lunch area where people can make suggestions or vote on themes or activities is a great way to make them feel involved in the process and build excitement for your event.
Once you know your style of event you can then start thinking about theming your chosen venue. For fun and casual parties a dress or costume theme is a great way to create some excitement in the lead up to the occasion with team members discussing what they will be wearing and an opportunity for departments to compete in order to “out do” other departments – make certain you allow plenty of time for invitations to go out however so they have plenty of time to work on their outfits.
For more formal or sit down events, put some thought in to the room decorations or place settings. These little touches can make the whole night feel just that little bit more special.
Flexible packages are also important, look at the inclusions they offer and whether there are enough options to cater for all dietary requirements. Quality food & beverage are important elements in a successful event so having the flexibility to upgrade certain elements of a package is ideal.
But while you might be tempted by a totally unique venue in the suburbs or out of the city, you need to take into account that your team are going to be travelling from all sides of town and will need an easy journey home. If you have selected a venue that isn’t close to pubic transport or is a little outside of town think about arranging a bus to transport staff to a central location where they can easily catch a taxi home.
It’s important to understand what’s on the table. Set up a simple venue requirements spreadsheet with your short-listed venues side by side with all the important elements listed with a dollar value beside it – this will help you understand which venue best suits your budget and help you leverage a deal at the venue sitting at number 1!
Venues like ours include a dedicated functions coordinator who will be with you every step of the way, assisting you with your planning and helping to ensure your event runs smoothly.
If you are looking for the perfect venue for your next Christmas event, then look no further than Q Station. We have stunning views overlooking the Sydney Harbour, an array of outdoor spaces and dedicated function rooms and our 2019 Christmas Party packages offer exquisite food and beverage selections that they entire team will enjoy!