CHAMBER CONNECT Q.3 63-88.qxp_Chamberlink 16/08/2021 16:26 Page 66
Feature: Corporate Christmas
Top tips for planning the work Christmas party By Paul Stewart, Hotel and Events Marketing Manager, Arena Racing Company ast year, Christmas was almost non-existent, but this year the party season is set to return – albeit cautiously. However, if you’ve been tasked with organising your office Christmas party night out, the clock really is ticking and with many factors to think about, you really do want to find an organisation that can deliver a safe, enjoyable and all-inclusive package with great food options and entertainment. One such venue is Doncaster Racecourse, which this year is offering the kind of lavish, decadent entertainment we never thought we’d see again as once again. For the weekends leading up to Christmas, their Christmas LIVE! shared party nights will make you feel like a movie star; from the moment you step off the red carpet (glass of bubbly in hand) and into a world of cabaret, music, acrobats and performers, you’re guaranteed a festive evening you and your colleagues will never forget. But before all of that happens, you need to rally together co-
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worth checking availability for your group size with the venue. You can often provisionally hold your space for a day or two as well. It’s also worth checking what you need to confirm your booking; will they invoice you, is there a deposit or do you settle up on the night?
workers and friends and try to pin people down to a date everyone’s happy with. And there’s the cost and getting deposits. As the party organiser, we know this can be a thankless task, so here is a step-bystep guide to make things easier:
1 Budget 5 Finalise your plans
Get a clear budget from the boss upfront - either per person or for the whole event. It’s also worth clarifying what’s included and whether people pay for their own drinks on the night or if there will be a tab. Either way, the more detail you can give, the more appealing and value for money it will seem.
It’s now time to present this to your manager to get the party confirmed. Make sure you’ve got the menu to show them, a brochure and the cost per person, plus highlight any extras like transport and drinks that would be an additional cost. On the Doncaster Racecourse site, there is a download of the brochure which includes menus, costs and pictures from previous party nights so you get a very real sense of what’s in store.
2 Set the date Rather than having lots of different dates for people to choose from, it’s much simpler for the organiser to offer a single date around the office or, if you’re being generous, a choice of two. Once decided, send an outlook diary invitation to get the date provisionally held in people's diaries and help you manage attendance.
3 Practicalities Location: if you’re looking for a party for one office or multiple locations, you need to ensure the venue is convenient for everyone to get to. Travel & accommodation: do you need to organise transport or will people be making their own way there? Is anyone travelling far that would need accommodation? Organising a mini bus or taxi for a small group is pretty straightforward and for larger events you can likely negotiate a discount on hotel rooms and transport. Accessibility: does anyone in your group have specific accessibility requirements that you need to consider? Most venues will have this information on their website.
6 Send details It’s time to send out your official invitation for people to accept which includes all the details about your Christmas party. Make sure you’re telling people everything they need to know – timings, menu (including vegetarian and dietary options), dress code and entertainment. It’s also worth highlighting what is being covered by the company and what isn’t so people know any costs there may be to contribute to. Remember to put a deadline for RSVPs! Finally, it’s the day of the Christmas party. With this amount of organisation and a venue that places you in very safe hands, you can relax and let the party begin!
4 Availability & payment Before presenting your ideas to the boss and getting the go-ahead, it’s 66 CHAMBER connect Summer 2021
See: www.doncasterracecourse.co.uk/christmas-live