Ultimate Guide To Planning
The Perfect Christmas Party
Yes, we’re aware it’s summer!
🎄CHRISTMAS IS ON THE WAY…
You might not want to think about it right now, but in the world of Events, we are just months away until the Christmas festivities begin. So, if you haven’t had the chance to think about your Christmas party yet, consider this you friendly reminder!
In this ultimate guide to organising a Christmas party, we offer our top tips for ensuring your festive event runs smoothly, give our suggestions for unique and eye-catching venues, and run through our foolproof “5 W’s” to planning an event your guests will never forget.
The First 4 Steps to Planning a Christmas Party
Christmas is an exciting time to host an event. The atmosphere changes – the singles chart is conquered by classic Xmas tunes, twinkling lights bathe city streets in festive colours, and people start drinking sherry and cream liquors in quantities underheard of in summer months.
It can be easy to get swept up by the Christmas spirit when organising a party or themed event, but it is vital to take a step back and consider how you’re going to approach things logically. If you don’t, you risk being left in Rudolph’s dust. Here’s what you need to think about before you begin…
#1 Date Matters
One of the first things to decide is when you would like to have your Christmas celebration. The exact date and time will largely depend on the availability within your preferred venues, so having a couple of dates in mind will afford you more flexibility and more chance of booking your perfect location.
December is obviously prime time for Christmas parties, especially Thursday to Saturday in the last two weeks leading up to the big day. If your dates are flexible this year, why not look towards the end of November or early January instead? You’ll find that there are some great deals to be had.
#2 Consider Budget
Budget can involve uncomfortable conversations, but you need to have an idea of a budget in order to find a suitable venue. By knowing this information from the start you may be able to open up doors to venues that you thought would be unreachable and it will also help you to negotiate a great deal when you can benchmark against a figure.
So your date has been pencilled in and your budget has been set; next up is to decide what you want to do. Take a think about what the company did last year, what has worked well in the past? What will make your evening special to your guests?
#3 For Smaller Parties…
Sometimes the best events are the most simple, showing value to employees after a year of hard work and to motivate everyone for the New Year ahead whilst enjoying good food and delicious wine.
Depending on how large the event needs to be, private dining within a central London location could be the perfect answer; The London Edition are offering Christmas packages to include champagne and canapes on arrival, amuse-bouche, a three course Christmas dinner followed by a cheese platter with port, wine and water, tea, coffee and mine pies plus flowers and crackers on the table.
#4 For Larger Parties…
If the guest list is bigger than one or two tables then there’s a whole host of venues for you to choose from, including dry hire venues where you can really have fun with your theme. The elegant and cultural Somerset House in the Strand offer a fantastic experience for your guests, including access to your very own outdoor ice rink.
Start with pre-dinner drinks for up to 100 people in the Portico rooms with uninterrupted views of the Thames and the ice rink – why not leave the skating to the professionals and hire in ice dancers whilst your guests watch with champagne on the terrace. Continue the elegance of the evening by taking dinner in the Seamens room , with its classical columns and black and white marble floors – frost the room with twinkling lights and it becomes the perfect venue for your Christmas celebration.
INSIDER TIP
Delegate Management Tool
If you have a large number of people attending this year’s party, you’ll find there are plenty of menu choices to be made, transfers to be arranged, and accommodation requests to be handled. It can be a full-time job. That’s why we recommend leaning on the help of a delegate management tool.
This handy software might just reduce the headaches of table planning and managing responses; your invitations can be sent out by email with all the information being returned into the system in one format, reports can be run to see who is yet to reply, menu details can be emailed to venues and caterers and surveys can even be sent out after the party to get everyone’s feedback.
Our Top Uniquely Festive Venues
Choosing the right venue for your party is integral to its success. It needs to be equipped to handle the number and demands of your guests, have all of the facilities and utilities you need, and be easily accessible to whoever you plan to invite. If it looks amazing that’s a huge bonus too! Below are some of our top venue suggestions.
Cutty Sark - London
King William Walk, London, SE10 9HT
The Cutty Sark offers a unique and unforgettable Christmas party experience. This historic clipper ship provides a stunning backdrop with panoramic Thames views. Its maritime charm creates a distinctive atmosphere perfect for a sophisticated and elegant celebration. With such a vast space, it lends itself perfectly to creating distinctive areas for your guest, including a formal dining area, dance floor and entertainment section at the far end of the ship, and an arrival lounge reception area.
The Depot, Mayfield - Manchester
11 Baring St, Manchester M1 2PY
Depot Mayfield’s industrial chic and versatile spaces make it an ideal choice for a contemporary Christmas party. Its raw, edgy atmosphere is perfect for a fun and vibrant celebration. With room for various party sizes and styles, this venue can accommodate a range of festive events. A great option for larger companies looking to wow their staff.
The Monastery - Manchester
89 Gorton Ln, Manchester M12 5WF
The Monastery in Manchester offers a touch of opulence and history for a truly magical Christmas party. Its stunning architecture and versatile spaces can be transformed to suit a variety of festive themes. Perfect for a traditional or glamorous celebration, this venue creates a memorable and unique experience for guests.
The Vaults, Waterloo - London
Leake Street, London, SE1 7NN
The Vaults offer an atmospheric underground setting, perfect for an unforgettable Christmas party. With its raw, industrial charm and endless possibilities for personalisation, this venue can be transformed into a winter wonderland or a glamorous festive space. Ideal for those seeking a distinctive and memorable experience. This venue can host up to 1200 and is well suited for a large gathering.
Bun House, Chinatown - London
26-27 Lisle St, London WC2H 7BA
For an unusual take on a Christmas party, the Bun House in Chinatown is an excellent choice. Surrounded by the festive decorations and bustling atmosphere of Chinatown, this venue offers a lively and energetic backdrop. With delicious Chinese cuisine and the option to hire a private room, it’s perfect for a fun and festive celebration. Why not make your way to Lucky Voice for karaoke after?!
The Little Scarlet Door, Soho - London
12-13 Greek St, London W1D 4DL
The Little Scarlet Door provides a cosy and intimate setting for a stylish Christmas party in the heart of Soho. Its charming décor and delicious food create a warm and welcoming atmosphere. Perfect for smaller groups looking for a relaxed and sophisticated celebration with a touch of London glamour.
INSIDER TIP
Let’s Talk Budget
Opening up about your budget doesn’t have to leave you at a disadvantage. Being transparent about what you’re willing to spend on your venue is crucial for efficiency and clarity in your search. However, embrace a strategic approach by quoting a budget slightly lower than your actual maximum.
This technique isn’t about dishonesty but giving yourself some wiggle room in negotiations. Think of it as a strategic buffer that allows for unexpected costs without surpassing your real financial limit. This method ensures you’re honest about your financial boundaries while smartly navigating negotiations to unlock the best possible deals.
By Ollie Carr, Senior Events Manager
The 5 W’s of Events Planning
Who • What • When • Where • Why
Planning an event can feel overwhelming, but breaking it down into manageable steps is key. The 5 W’s provide a solid foundation for crafting an unforgettable experience.
By carefully considering these five questions, you’ll lay a strong groundwork for creating an event that not only meets but exceeds expectations.
WHO
Who are you inviting? Identifying your target audience is crucial. Are you aiming for a specific demographic, industry professionals, or a general public? Understanding your attendees will help tailor every aspect of your event to their interests.
WHAT
What is the purpose of your event? Clearly defining your goals will guide your planning process. Whether it’s networking drinks, a conference, awards ceremony, or team building, having a clear objective will help you stay focused.
WHEN
should your event take place? Consider factors like seasonality, holidays, and attendee availability when choosing a date and time. Proper timing can significantly impact attendance and overall event success.
WHERE
WHY
Why are you hosting this event? The ‘why’ is often overlooked but is essential. Clearly articulating your event’s purpose will help you measure its success and communicate its value to attendees and stakeholders.
We’ve Got it All Wrapped Up
Need help planning this year’s party? Gray Dawes Events have so many ideas to create a memorable and fun event for your guests, no matter how big or small.
We can create unique intimate dinners, lively themed parties or drinks receptions with the wow factor. With a team of experienced event managers, our very own delegate management software and excellent relationships with suppliers in the UK and abroad, we really do have your Christmas all wrapped up!
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