Conferences UK Christmas Planning

Christmas Party Stories, Tips & Advice

Issue

05

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shaking festive season things up this

Enjoy Christmas and New Year at one of our 21 hotels across the UK Party nights s Festive lunches s Private parties s Festive breaks To ďŹ nd out more visit pumahotels.co.uk/christmas or call 0800 652 8413 Hotel in globe is Redworth Hall Hotel

Inside this Issue...

7.

UNUSUAL VENUES From the grande to the outrageous we look at some of the more unusual venues.

8. ON A BUDGET It’s tough to get a balance between quality and cost, we take a look at how to achieve this.

10. OFFICE CHRISTMAS PARTIES GONE WRONG The not-so-good, the bad, and the worst of office Christmas parties.

12. PLANNING THE PERFECT CHRISTMAS PARTY Our Conference Experts give some sound advice on planning and prepairing.

16. TIPS More tips than you can shake a cracker at.

Editor’s Letter Hello and welcome to the latest edition of the ConferencesGroup newsletter. This issue is all about Christmas... although it’s only July and the festivities seem far away, there’s no better time than now to start planning your party to make sure you and your employees have the best Christmas ever!

Worried about your party being memorable for all the wrong reasons?

Take a look at our Christmas Parties Gone Wrong article – it’s guaranteed to make you laugh, and you can relax in the knowledge that at least your party won’t be as disastrous as these ones!

Here at ConferencesGroup, we’ve also had a look into our most ‘unusual’ venues, so you can host your Christmas party with a difference.

We bet you never even considered Lego Land Windsor as a possibility this December, but after reading our article, you may just change your mind!

Of course, it is not just all about fun in this issue. As well as venue recommendations, we’ve also got some handy hints on planning parties on a budget; and top tips to avoid common Christmas party problems, so you can have a safe and fun event!

We hope you enjoy this latest edition (I know we did!) and as ever, feel free to get in touch with any questions, comments or suggestions.

I look forward to hearing from you.

Simon Thompson, Managing Director, simon@conferencesgroup.com

Let QMH Hotels entertain you and your company this Christmas at one of our 18 fantastic hotels throughout the UK. We can offer the perfect solution for a Christmas party that everyone will remember.

18 LOCATIONS throughout the land…

GLASGOW

NEWCASTLE UPON-TYNE

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Unusual Venues Even though it’s only summer, we’re reaching that time of the year where companies are starting to plan their upcoming Christmas parties.

Christmas parties can be very fun, but may feel a bit too similar year after year – dinner in the same restaurant you always go to, average food, overpriced alcohol… if you want to try something different this year, then you’ve come to the right place, as here at ConferencesGroup, we have a great selection of venues for you!

Legoland

The Monastery

Denbies

When you think of conferences and Christmas parties, Legoland Windsor probably doesn’t spring to mind; but they’re actually a great unusual venue, and their themed Christmas party ‘Moonlight in Marrakech’ is guaranteed to have your employees enjoying themselves in no time!

In Legoland’s own words, their Christmas party will be an “enchanting night of Eastern mystery, spectacular colour and tantalising entertainment”.

The party includes a four course dinner, exotic fire dancers, a unique camel rodeo and Dodgems – this party will have your employees talking about it for weeks afterwards!

Gorton Monastery – situated just outside Manchester – offers something special too. The building itself is seeped in history; built between 1863-1872 by Franciscan monks, it sits alongside the Taj Mahal as one of the 100 Most Endangered Sites in the World; and a recent £6.5 million renovation has enhanced the grandness of it even more. With a cocktail reception, three course meal, live entertainment and a late bar from just £50 a person, you can definitely afford to celebrate Christmas in style with your employees.

If you like the idea of a themed night, then Denbies Wine Estate in Surrey (which is England’s largest vineyard!) is the perfect place for you. They have a range of themed nights for Christmas 2013, including a murder mystery ‘Who ‘Sleighed’ Santa’, Circus Spectacular’, ‘Fun of the Fair’ and ‘Big Top Ball’. www.denbies.co.uk

www.themonastery.co.uk

www.legoland.co.uk Still want to hold an unusual Christmas party but not quite yet sold? Head to our website, www.conferencesgroup.com – with a wide variety of venues available, you’re sure to find your perfect place!

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Christmas Party On A Budget If your party budget has been cut or worse still removed all together, you can still make the most of the festive season by following our tips for a successful Christmas Party on a budget.

BUDGET CUTS If there is still some budget available, but it is not as much as in previous years then planning and research are key.

Finding out what is really important to people will mean that you can spend the largest percentage of your limited budget on the things your colleagues will most enjoy. Furthermore, careful planning will mean that you are able to translate those aspirations into reality.

In particular it will; • Help you keep a handle on the (limited) budget • Enable you to book early and take advantage of ‘early bird’ offers Once you have this structure other tips to help keep costs down are; • Negotiate – remember prices can be flexible, particularly if you are having your party at an unconventional time.

• Consider teaming up with other businesses for a shared event, as larger numbers can often mean a bigger cost saving • Consider just having drinks and nibbles instead of sit-down meal Holding your Christmas celebration at an unconventional time can reduce costs – the majority of venues in this booklet will offer substantially reduced rates in January, for example.

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NO BUDGET AT ALL If you have decided to go it alone and organise your own Christmas party, make your life a little bit easier by following our top tips;

in the area and are more likely to be flexible on space or minimum spends if they get a fair amount of passing trade from your company.

• Send an email round to your department first to find out if and when they’d be up for your own “unofficial” work party. It’s a good way to gauge numbers and also see if anyone else would have time to help out.

• If budget is really an issue find out what special Christmas events are running in your local area that work colleagues could all go to as a group.

• Agree how much colleagues are prepared to spend when it comes to picking venues. Look at menus and prices in advance so you don’t get any nasty surprises when the bill arrives.

• If you’re looking at eating out, think about a venue near you – they may already offer a discount to companies

There are lots of atmospheric carol concerts in churches and cathedrals (usually free); or maybe organise an afternoon excursion to a Christmas fair or market before an optional meal and night out for those who want to.

Finally, remember that whether or not you have a budget using a venue finding agency like ConferencesGroup is free and can help you find the best venue for your event at a price to suit you.

Office Christmas Partes Gone Wrong.

It’s a well known fact that alcohol may be running freely and drunken antics can often be a source of gossip, but sometimes it can cause terrible injuries and cost people their jobs.

T

he Christmas party is a chance for you and your employees to relax, enjoy each other’s company and have a good time – possibly achieved with copious amounts of wine. Get it right, and your employees will be looking forward to the next party; but get it wrong… well, at least you won’t be the only ones.

It’s a well-known fact that the alcohol should be running freely, and drunken antics are generally one of the sources of gossip, but sometimes, it can cause terrible injuries, and cost people their jobs. Take, for instance, one company’s Christmas party held at an office, where one employee thought it would be hilarious to photocopy his backside.

Unfortunately for him, the glass cover broke, trapping him inside.

This resulted in an ambulance being called to help remove the glass shards that were sticking into him – painful.

But it’s not just the employees who can get a bit too carried away; sometimes the boss can make a fool of themselves too. One company’s Christmas party held at a posh restaurant saw the boss get so drunk, he stripped off and started dancing, before falling into a waitress carrying a tray of drinks. He then disappeared, and it wasn’t discovered until Monday morning that he’d ran stark naked through Covent Garden and was arrested.

10

Other “eventful” Christmas parties have included one woman jumping off a moving train (it’s OK, she survived), a Managing Director’s PA fighting another girl with a glass bottle, and one employee accidentally setting his boss on fire after spilling a bottle of vodka and a candle on him.

And if you think that all of these incidents sound pretty horrific, there’s more. One company held a Christmas party spanning four days where one employee drank everything in the mini-bar, before disappearing for the night. He was later dragged out of the hotel’s pool at 7.30am stark naked; then ran into the business breakfast room trying to steal a coffee machine in front of 70 people.

He then missed his flight back, was barred from a pub, and arrested by the police for being unable to pay for the hotel room and mini bar bill.

Needless to say, he lost his job.

So you see there is no point in worrying about what could go wrong at your upcoming Christmas party, because you can rest assured that there are a whole heap of parties that have ended up more disastrous than yours ever could. Let us here at Conferences UK help you to find your perfect party venue, so you can concentrate on sorting out the finer details, to make your party one to remember (for the better).

11

Planning the Christmas Party The Christmas Party is looming, and if you’ve been given the task of organising it, it can seem like a huge responsibility; especially as your colleagues’ enjoyment lies in your hands.

But don’t worry; this step by step guide (if followed) will help you to create the most fantastic Christmas party.

The first three aspects you need to establish before you start booking your parties are:

Once you’ve decided on a date, numbers and budget, you can start sorting out your Christmas party!

1. Setting the Date

There are two main types of parties which you’ll need to decide between:

It’s common knowledge that in order to get the best dates and venues, you’ll need to book as early as possible. Email your employees asking which date they would prefer, and check it against the calendar to ensure the party doesn’t clash with any other commitments.

2. Devise a Guest List Roughly construct a guest list so you have an idea of numbers; and email them asking them for feedback on the type of event they would like.

3. Establish A Budget: Before you go any further, you need to come up with a budget, and stick to it! Decide whether your party will be free to staff or not; and make sure you leave some money aside in case of any unexpected extras.

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1. Packaged Nights These are organised by the venue and include everything, from food and drink to entertainment. Simply pick a date, confirm the numbers and menu options and that’s it!

Often favoured by smaller companies as they can enjoy a large, themed event without breaking the bank; but exclusive packaged nights for your company can be arranged too.

Remember to confirm any special dietary requirements for your colleagues well in advance for such nights.

2. Bespoke Events Bespoke nights require much more work, as you’ll need to organise every single aspect of the event right from the catering and entertainment to the theme.

Venue Start by either making a shortlist of venues, or contact the Conferences UK team who will do that for you.

Check each venues’ availability and ask for a quote – you can then compare each option to see which is best for you.

As soon as you are happy with your chosen venue provisionally book it so no one else can take the date. Once you have turned your provisional booking to a confirmation, you will be required to pay a deposit.

One thing to be aware of with the venue is the location – if the venue isn’t near the centre of town, you need to consider how your employees will get home. It may be worth looking into a coach hire, or sorting out a taxi share.

Catering Organising your own event will mean you’ll have more choice than if you booked a packaged night, as there would be a standard menu.

Ask employees what they would prefer – perhaps a traditional Christmas dinner or a stand-up buffet?

When contacting caterers, make sure you find out whether you will need to book food choices ahead, what the vegetarian options are, and whether they are able to provide for special dietary requirements. It may be worth just double-checking with your chosen venue whether they can supply catering, as that can reduce some extra planning for you.

You’ll also need to decide on the drinks served, whether it be wine, champagne, cocktails... make sure there are plenty of non-alcoholic drinks on offer too. You will also need to decide whether there will be a free bar, or a complementary drink on arrival, or whether staff will be expected to pay for all of their alcohol. Make sure staff are completely aware of your decision.

C

P L A N

Y O U R

HRISTMAS A T

C O O M B E

Christmas Lunches Gather the family for three courses, warm mince pies & christmas crackers - £28 pp

Festive Afternoon Tea Treat your loved ones to a delightful tea followed by christmas carols - £19.95 pp

Christmas Party Nights Four courses, arrival drinks & tribute acts in our Magnificent Marquee - from £34.95 pp

Whether you’re organising a Christmas party for hard working colleagues, a night out with friends or getting ready to see in the New Year, do it in style with specially created dining and party experiences.

We offer everything you need to make this festive season really special.

Christmas and New Year at Coombe Abbey can only be described as truly magical!

Festive Medieval Banquets Fun, feasting, drinking, laughter & song will fill your glorious evening - from £34.95 pp

Christmas Murder Mystery Enjoy a glass of wine with dinner & bear witness to the crime scene - from £39.50 pp

Bavarian Nights Join our Bierkeller! There will be singing, dancing & lots of drinking - from £34.95 pp

60’s, 70’s & 80’s Night Step back in time with us, enjoying three courses & live entertainment - £34.95 pp

New Year’s Eve Banquet Join the finest Lordes and Ladyes of Coombe at the famous NYE Feast - £90 pp

New Year’s Eve Ball An exquisite evening in the splendour of our Magnificent Marquee - £105 pp

024 76 450 450

christmas@coombeabbey.com

www.coombeabbey.com

Coombe Abbey Hotel, Brinklow Rd, Binley, Warwickshire CV3 2AB

Music and Entertainment

The Week Before:

Managing the event:

Through your previous emails, you will already know what type of entertainment your guests will prefer – it’s now up to you to sort it out within your budget.

Create an itinerary which includes a complete breakdown of your event.

Write down the contact details of everyone involved and send it to your venue, the entertainment and the caterers. The venue might incorporate this into an event schedule which you will need to check and sign as confirmation.

Arrive early and introduce yourself to the event organiser – that way, you can make sure that everything is going as planned and how you want it.

Once you have booked your party and sorted it out, the one thing you must do is: Send Out Invitations Using your drafted guest list, formally invite everyone; making sure you include the date, time, venue, directions, dress code, theme and menu choice.

Set up a spreadsheet with everyone’s names, making a note of confirmations/declines, whether they have paid a deposit; and dietary requests or menu choices.

If you have opted for a party package, all you’ll need to do is simply show up. However, if you’ve organised a bespoke event, you’ll need to sort out any last minute details.

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It’s often worthwhile double-checking that they understand everything you’re asking for – especially any dietary requirements to make sure everything will run smoothly at the party.

The Day Before: Print two copies of your contract, event running order, menu requests, special dietary requirements, seating plan, transport requirements and contact numbers. Give one folder to a trusted colleague.

Devise a checklist of your guests so you can tick them off once they have arrived. You can then call anyone who hasn’t turned up to see if they are still coming and are not just delayed.

After the initial rush of guests, don’t forget to enjoy yourself – it’s your Christmas party too! – and you should be proud knowing that this night wouldn’t be happening if it wasn’t for all of your hard work.

After The Event Whilst the event is still fresh in everyone’s minds, email a short survey asking for feedback (both positive and negative). This will help you to make next year’s party even better!

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Top Tips For Avoiding Common Christmas Party Problems In order for your Christmas party to run as smoothly as possible, itâ&#x20AC;&#x2122;s vital that you start planning in advance. This means considering anything that could go wrong, the effects of excess alcohol, and ensuring your staff have a good time.

It is also worth remembering any legal implications and your responsibilities as an employer.

By taking these next factors into account, you can ensure that your Christmas party will be safe, fun and memorable for all the right reasons.

Food Whether you will be holding your party in a restaurant, hotel or your office, make sure you ask staff in advance if they have any special dietary requests.

This includes if anyone is a vegetarian, is allergic to a specific food substance or is diabetic.

Alcohol It is sensible to place a limit on the amount of free alcohol that will be available. It is also important to ensure that legal obligations are adhered to â&#x20AC;&#x201C; for example you should ensure that staff under the age of 18 do not consume alcohol. If you are offering a free bar or drinks, make sure that plenty of non-alcoholic drinks are available.

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Transport Home

Location, Location, Location

Employers owe their staff a duty of care, so it is important to give some thought to ensuring that staff can get home safely. If your party venue is quite a way from your office and budget permits, it is probably worth either hiring a mini bus to take employees back; or simply encouraging staff to make sensible and safe arrangements for getting home.

If you are holding your party in the office where tables and photocopiers may be, make it clear what is (and is not) acceptable use of company property and consider closing off certain areas of the office to avoid potential problems.

Policy & Procedure It is worth remembering that employers can be liable for the acts of employees during the course of employment, which can extend to events such as the Christmas party.

Ideally you will already have a set of policies which states standards of behaviour at social events. If you do not, it is a good idea to send a memo around outlining the steps you are taking to ensure that the party and the staff are safe. By all means keep it light, but make sure it is very clear.

The Aftermath In the unlikely event that you have any HR issues following your event, ensure they are dealt with quickly and within the appropriate guidelines.

Whilst it can seem a little heavy handed, providing attendees with suitable clarity up front will help avoid potential issues.

The Lowry…

The place to be this Christmas!

Located at the heart of Salford Quays, only 2 miles away from Manchester City Centre, our Christmas Parties always provide an unforgettable celebration.

2013 is set to be no exception!

Enjoy live singers, DJ’s and delicious food, or take advantage of our bespoke service and design your own Christmas Party!

We are now taking party bookings for 2013 so make you secure your preferred date before it’s too late.

Take a look at our fabulous party packages at www.thelowry.com/xmasparties or to make your booking contact

0161 876 2078 christmasparties@thelowry.com

Macdonald Hotels know precisely how to make a Christmas Break a special one.

Macdonald Berystede Hotel & Spa

Macdonald Windsor Hotel

Macdonald Frimley Hall Hotel

Experience magnificent ‘Hollywood Tinseltown’ parties

Enjoy spectacular ‘Glitterati Party’ nights

Celebrate with our ‘Classic Party’

5 - 300 delegates

A contemporary & stylish design

surrounded by landscaped gardens & historic charm

MACDONALD BERYSTEDE HOTEL & SPA

MACDONALD WINDSOR HOTEL

MACDONALD FRIMLEY HALL HOTEL & SPA

Call 0844 879 9104 or email

Call 0844 879 9101 or email

Call 0844 879 9110 or email

christmas.berystede@macdonald-hotels.uk b @

conference.windsor@macdonald-hotels.co.uk

conference.frimleyhall@macdonald-hotels.co.uk

d n www.MacdonaldHotels.co.uk/Berystede

www.MacdonaldHotels.co.uk/Windsor

www.MacdonaldHotels.co.uk/Frimleyhall

Glitter Ball Party Nights Let us dazzle you with festive glitz and glamour at our Glitter Ball; where you can shimmer to the dance floor and tap your twinkle toes.

Package Includes:

£4

per

Fro

m

9.9

per

• Sparkling Christmas cocktail on arrival

5

son

• Festive 3 course meal and crackers • Live music • Fun photo booth DATES November Sat 30 2013 December Fri 6 2013 Sat 7 2013 Fri 13 2013 Sat 14 2013 Thurs 19 2013

TIMINGS Arrival from 7pm Meal at 7.30pm Carriages at 2am

SPECIAL EARLY BIRD OFFER

1 in 10 free if booked before 30 September 2013

MENU Tomato & Roasted Red Pepper Soup finished with a chive cream Traditional Roast Norfolk Turkey Breast with cranberry and sage stuffing, rosemary and garlic roasted potatoes, parsnips, carrots and sprouts Spinach, Feta & Red Pepper Strudel with a herb butter sauce Baileyʼs Cream Truffle Tort Tea & Coffee with Cinnamon Sugared Mini Mince Pies

The Old Church, Albert Hill Street, Didsbury, Manchester M20 6RF Telephone: 0845 351 9917