đ 10 things to look for in a venue when planning an office Christmas party
1) Confirm the drinks and payment system
Ask your party planner whether your event is all-inclusive. This means drinks are included, so guests wonât need cash or a card on the night. Itâs often offered as an upgrade and we highly recommend it, as itâs convenient and can sometimes be more cost-effective than a bar tab.
Check when the all-inclusive option starts and ends, as some venues only offer it for a limited time on the night.
Some venues use wristbands or tokens instead. Be sure to confirm what these cover as some may exclude spirits or sparkling wine. If youâre not going all-inclusive, ask if you can set up a bar tab or if guests will be able to pay by cash or card.
2) Question any hidden costs
Are there any inclusions that will incur costs for guests on the party night? Things like coat check, parking, extra drinks, or even festive photo booths can come with a small charge. Some parties include fairground ride tokens, which have an additional cost to them. Your party planner can tell you whatâs included upfront so there are no wallet shocks on the night, and if they don't tell you, ask!
3) Check the accessibility and location of the venue
When youâre looking for a venue to hold your Christmas party, look out for the accessibility and location of the venue. If guests are travelling in, look for a venue close to a train or tube station or walkable from public transport. For those driving, check if parking is available onsite or nearby.
If you have a guest that has an accessibility need, look for a venue that can accommodate for that.Â
For some people, these are a deal-breaker on whether they are attending the event, so itâs important to think about how people will get to the venue. You might also want to consider the type of venue; if guests want to make a night of it, ask your planner about Christmas parties in hotels or even hotel options near the venue. We usually have great local recommendations and sometimes discounted rates too!
4) Look at your venueâs catering optionsÂ
Venues vary widely in their catering. Some offer set menus, others bespoke options, buffets, or bowl food. Check what your catering options are at your venue and make sure you understand whatâs included. If you go for a bowl food option, make sure that youâve ordered enough so that people are full and of course, ensure that dietary needs and requirements are catered for.Â
5) Ask about additional entertainment
The latest trends in Christmas parties is having entertainment during the meal. If you decide to go this route, check with your venue if they provide additional entertainment with the cost of venue hire. Some venues are set up for extra entertainment, while others may not have the space or facilities, so itâs worth asking early.
6) Check your timings with the venue
It is incredibly important to find out the timing at your venue, especially if you are creating a bespoke party. Confirm when you can access the venue and what time the event must finish.
You donât want vendors arriving before the venue is ready. Share the timeline with all parties, including when deliveries will arrive so the venue can prepare accordingly.
7) Donât be fooled by pictures, ask about the venue capacity and layout
It happens to all of us; we are attracted to the pretty photos and the wide angle lenses make a space look big when really, it isnât. Check the capacity of the venue for whether it can hold the number of guests invited and whether it changes for seated and standing events. These arenât always the same and you can find yourself in a tricky situation if the venue isnât flexible with this. Â
Ask how pricing is affected if your guest list changes. Some venues are flexible, while others may charge extra for changes. Â
8) Be clear about the décor, theming and cloakroom
Is the venue dressing up the space or is this an additional cost? The last thing you want to do is walk into a bare room so be clear with the venue what they will or will not include.Â
Also be clear on additional theming that might enhance the atmosphere; is lighting and AV included with the cost? Most venues will have these, but donât assume that youâre able to use it freely.Â
Lastly, the cloakroom is often overlooked but can present a problem if not available. Itâs winter: guests will have coats, and many may bring work laptops coming straight from work, so ask if there will be an attended cloakroom and if it is an additional cost.
9) Introduce yourself to the event coordinators prior to the event
With so many people involved with planning a party, itâs hard to determine who is the event coordinator of the event. It is important to know who will be managing and running the event if problems arise on the party night. Introduce yourself to the venue event coordinator running the night so you both know each other and can easily locate each other if anything happens or there are questions during the night.
10) Security is important
With large groups gathering, thereâs a higher risk of accidents and thatâs where security staff come in. Ask the venue if security is included with the package cost because you never know what happens at an office Christmas party, especially at a large company. Not only does security respond to accidents quickly, they also respond to emergencies such as a fire or medical incident quickly and efficiently. With security, you and your guests will feel reassured that trained professionals are present so that everyone can relax and enjoy themselves.Â
