Some of us have natural organizational skills and can whip up a successful business party in a matter of hours. On the other hand, some need all the help the internet has to offer. If you belong to the latter group but still need to tackle the demanding task of organizing a business party, here’s how to do it.
Start in advance
If you have no previous experience in throwing parties, you’ll need to start in advance. You’ll need at least three months to plan a big party and a month for a smaller worker gathering. This time frame will give you a chance to find your location, book caterers and invite all guests. If you really need help, you can also enlist a creative colleague of yours to help with planning.
Set the date
Business dinners and drinks last around two to three hours, so make sure to schedule accordingly. While you don’t want to rush things, if you pick a workday, you might need to end your party early. So, it’s best to pick a Friday or Saturday when your most important guests are free.
Create a guest list
Make a list of every person you’re planning to see at your party. And don’t forget to assign plus ones—your colleagues and clients might want to bring their partners too, so keep that in mind. When you have the number of people you expect, you can start choosing your venue.
Choose the venue
Some offices are perfect for your business parties, but if you’re planning to do something more sophisticated and formal, you’ll need an outside venue. For instance, a fairly new and interesting option is to host your event in a distillery where you’ll be served top-notch gin cocktails in an original setting. Some places have their own private bars where you can host your event and enjoy a relaxed yet still elegant atmosphere. However, for a gale-size event, a party cruise in Tulum will work the best!
Hire caterers and bartenders
If you’re not hosting your event in a restaurant or bar, you’ll need someone to serve you food and drinks. Every business conversation will be much more pleasant with snacks around, so hire caterers and bartenders. If you’re only inviting your employees, you can even create a survey on the type of food you should serve (Asian, American, Italian…). It’s always smart to hire bartenders to serve drinks and monitor alcohol consumption.
Send out formal invitations
Simple and formal invitations are the safest way to invite guests. Include information like the time, date and location and provide people with a way to RSVP for the event. If anyone has any specific dietary requirements, they should specify it when they RSVP. Make sure your invitations are sent out one or two weeks before the party so that everyone gets the chance to plan.
Prepare gifts
Any type of holiday party is the perfect way to surprise your employees and clients with gifts. Usually, employees get gift cards, but cash bonuses are also a great way to surprise workers, especially during the holiday season. Most business parties are employee and client appreciation events, so make sure to recognize them and reward them for their loyalty. Your gifts can also be theme or location-based, so a nice bottle of gin for your gin distillery party will be perfect! For a truly memorable gesture, consider choosing gourmet corporate gifts that offer a taste of something unique and luxurious. These high-quality, artisanal treats can subtly express appreciation and leave a lasting impression without seeming overly promotional.
Arrive early for final preparations
As a party organizer, make sure to show up at your location at least half an hour earlier to see whether everything is ready for your party. This is also insurance you’ll be there to meet your guests and escort them to their seats with a pleasant chat.
If you follow these steps, no one will know that this is the first business party you’ve organized! So, be confident with your choices and all your colleagues and clients will be super proud of what you’ve done.
