Organizing an amazing office party is not as easy as it seems. Not only does the party need to be fun for all the attendees, but it also has to be within a certain budget in order to get approved by the HR department.
When throwing an office party, there’s so much to think about, from deciding on the food and drinks to making sure everyone shows up. So, if you’ve been assigned the responsibility of throwing an epic office party, this quick checklist will help you ensure that everything is in perfect order.
1. Set Up a Budget
The budget will depend on the occasion. For instance, if it’s a birthday party in the office, you will need a smaller budget to buy a cake, candles, and maybe a gift for the birthday boy or girl. However, bigger events with a larger number of people involved, such as a company-wide Christmas party, will require food catering, drinks, decorations, etc.
Submit your budget proposal to the HR department about 2-3 weeks before the party. This way, there will be enough time to make any changes if some items don’t get approved or you need to cut down on costs.
2. Send Out Invitations
Choose a suitable time and date based on the company calendar. Consider using an online scheduling tool like SimplyBook or Doodle to easily disseminate the information to your coworkers and to see who is available.
Once you have set a date and time, send out invitations. Make sure to include as many details as possible, including what everyone needs to wear if it is a theme party.
3. Order Catering
When deciding on the catering menu, think about your budget, as well as the following things:
- What you will serve as a starter (for instance finger foods) and for the main meal
- Any special dietary requirements by attendees
- Desserts, cakes, and treats
Don’t forget about beverages like water, soft drinks, and juice, and consider whether alcohol is a suitable choice. If not, think about ordering some non alcoholic wines for booze-free satisfaction.
Be sure to choose the caterer and place your order early on in order to make sure that the caterer can meet your requirements. This is especially important if your event is seasonal, such as a Christmas party.
4. Think About the Equipment and Supplies
About a week or two before the party, make a list of all the required equipment. Check if your office has speakers and projectors that you might need, and if not, decide whether you will rent or buy such items. In addition, see if you will need any extra chairs, tables, and dinnerware.
Next on the list: decorations. If your party is seasonal or themed, you’ll probably want to buy supplies that match the spirit of the day. For instance, if you’re organizing a Christmas party, you’ll need a Christmas tree with decorations, tinsel, themed dinnerware, etc. The possibilities are endless but the final choice will depend on your budget and creativity.
5. Decide on the Activities
If your plan is to include activities, be sure to start preparing early on. Buy everything that is necessary and let the attendees know if they should bring anything in order to participate. If any activity requires costumes, be sure to inform everyone as early as possible to allow enough time to prepare.
6. Follow Up and Finalize
A few days before the party, follow up with everyone on your invitation list by sending out email reminders and confirm your orders with the vendors and caterers. If your need to make any changes to your order, this is the time to do it.
Test the equipment that will be used at the party and make sure you have everything you need for activities. Make sure the party venue is cleaned, see if the furniture needs to be reorganized to make enough space, and don’t forget to create a playlist suitable for the occasion.
On the day of the party, you should only be left with the finishing touches.
Having an office party checklist is crucial to staying organized throughout the planning process, reduce the level of stress, and make sure everything goes smoothly. Once the boxes on the checklist are ticked, you can relax and start having fun. Enjoy the food and drinks you’ve ordered, participate in the fun activities you’ve come up with, and hang out with your colleagues.