Top 5 Work Christmas Party Booking Mistakes

Mistakes companies have made is choosing the wrong type of venue, like booking a high-end cocktail bar when the team just wants a big dance floor and bowl food or booking a few tables at a chain restaurant when the team wants to dress up in black tie and glittery dresses.

The office Christmas party planner often, but not always, choose what they like or choose something flashy to impress without considering the wider team. This could result in low attendance on the night or the night will fall flat.

Get to know your team; what are their personalities like? Are most members of the team quiet and like something intimate and casual, or are they really outgoing and want something loud and spectacular? A venue that fits your team’s energy will always win over one that simply looks the part. Ask around or send a quick poll. Our Sales Executive, Georgia suggests “If you have a company or team Whatsapp, Slack or communication app, there is normally a poll function that is really useful. Give them several options or even a link to some parties and see what the majority votes for.” 

Some planners think “our company is based in Central London so I should only look at venues close by or only within Central London.” Although a convenient thought, you’ll miss out on some hidden gems slightly further than your search area!

Widen your radius. Some of the best venues are only slightly outside of your search zone and often offer more for your money. Consider transport links; some venues have free parking, close to train stations or tube stations. Your team might be willing to travel slightly if it meant going to a fantastic venue with great transportation links (or even parking!) and amazing entertainment. 

In line with companies not asking questions about their booking, in the past we have had companies come to us asking if we could find them a cheaper Christmas party because they had not factored in the transportation/accommodation/drinks. It happens to the best of us: we get dazzled by a dreamy venue and forget about the extras.

To avoid blowing your budget, make sure you have confirmed what the budget is strictly for. Is the company paying for the meal and venue only, contributing some money towards the party or is everyone using their own funds? Then you’ve got to ask yourself, what are the costs of transportation and who is paying for that? How about the costs for accommodation if people from out of town (or out of the country) are attending; is that part of the budget as well?

Confirm exactly what the budget is before booking and what the ticket includes. If you need to come up with a budget to get approved, include ticket, drinks, extras, travel and possibly accommodation. Justin, our Managing Director has been in the event business for two decades; he advises: “Create a budget that includes everything and more. It's better to budget for everything than tell your colleagues that you'll need more from them. If you're given a budget, let your colleagues know exactly what is included so they're not surprised on the night too.”