Creating the Ultimate Christmas Party at the Royal Armouries Leeds
The communal gathering,-the Christmas fest!-is not just about dancing until dawn, singing auld lang syne, having a three-course dinner and lashings of champagne. It’s about building relationships, rewarding those who work within your company and enjoying an evening of entertainment where the human side of business is felt…
Yet creating the Ultimate Christmas Party is one of those tasks that can either send a shiver down your spine or fill you with absolute delight as your festive creative juices flow…
For MD James V Vincent at Royal Armouries (International) plc it’s been an ongoing mission to provide themed Christmas parties for 31,000 Christmas revellers annually earning the reputation for providing the best Christmas Parties in Leeds and here is his top tips on how to create an unforgettable experience:
Budget: Make sure you know what your budget is for the event and ensure that you allow for some contingency within the figures. Novelties and table sprinkles can soon add up especially when you are working with large numbers! Christmas parties can be tax free when open to all staff up to a value of £150 for each employee…Tip: Make sure you spend it
Time Management: If you are struggling to find the time to organise something, there are venue finding companies who will help to find you the Christmas party venue and negotiate rates on your behalf without charging your company for their service. It’s a great way to see the options available on your preferred date and in your area without wasting time ringing around yourself and checking availability. Tip: Make sure you get a full cost of their fees often they charge a fixed price or a comission ranging from 8% to 15% (payable by the venue) These companies will source any type of venue, including restaurants.
Entertainment: Dancing is a must for the Christmas party and if you have budget restrictions then a disco is more cost effective than a band…However a band can really help bring a party to life. Other successful ideas are theming your evening with iconic topics such as 007 night with fun casinos and cocktails or a Masquerade Ball where guests arrived masked…Tip…Give your guests the opportunity to focus on the topic and suggest outfit which suit your theme.
Shared or Private nights: If you are either a fairly small group or a large corporation you have the option of joining a shared party or hiring the venue for a private party. Many venues offer Christmas party packages where you effectively bring your party to theirs. Most venues have an option to purchase a table for 10 guests through to 1000 guests (Private Party). Tip: If you pick a mid week night you will often receive better discounts than a Thursday to Saturday.
Deadlines: A ‘save the date’ should be e-mailed out with the chosen date as soon as possible – many employees have partners and may need to plan to attend more than one party. Guests’ menu choices should be returned to you ideally within ten days of the party, so you can send it to the venue three to four weeks prior. Tip: The earlier you get this detail in the less stressful it will be as the party time approaches.
Deposits: If you seek commitment from staff via a self funded or part self funded party ask them for £10.00 non refundable deposit. Tip: £5.00 is too low a contribution and will not guarantee attendance.
Minimum numbers: Make sure you are realistic with numbers on the night. If you are inviting 100 make sure you have minimum numbers agreed with the venue at 2/3rds…Tip: Give the venue a heads up on what your expecting but don’t contract your self for the whole 100 as you will loose their deposit or worse still you will be liable for the agreed minimum numbers.
Christmas drinks package: Many venues offer one reception drink and/or wine at the table, but several now offer pre-drinks packages giving you the opportunity to provide for the tastes and pallet of all your guests…beer, wine and soft drinks within the package offers variety and shows you have thought about the needs of those preferring non-alcholic drinks…Tip If the company wishes to contribute an amount of spend per head could be agreed and held behind the bar which can be redeemed with drinks vouchers making it impossible for somebody to abuse the system!
Menu: If you are having a private party and do not like the menu offered ask to see the banqueting menu… Venues can be flexible if they know 3 to 4 weeks in advance what your menu choice is likely to be. You do not need to stick to the ‘turkey’ option! choose a vegetarian menu, a red meat dish or a festive fish pie. Tip spend time on choosing the right food options for your guests, as a nation we have become very picky about what we eat!
Focus on getting this night right the first time, take small steps and try not to be too ambitious. If this is your first year of holding a Christmas party try and form a working group. Give each other tasks such as collecting deposits, menu forms and drink requirements. Focus on achieving a good party, add the sparkle with chocolate fountains, drinks on arrival or even hiring a limo…Leeds looks great in Dec. All of this will give you an excellent foundation from which future parties can be arranged.
For some the ‘Office Christmas Party’ is firmly at the top of the social calendar designed to boost morale and show that the boss really does care to see how we create the ultimate Christmas party go to www.christmaspartiesinleeds.co.uk
