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Office Party Checklist

 

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Office Party Checklist For organizing office celebrations it’s recommended to use some guide that shows you key steps of party preparation, gives a series of important tips, and focuses you on what you can do and what you can’t. This Office Party Checklist will give you all necessary information for party organization.


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  1. Office Party Preparation.
    • Permits. The first and foremost step for planning your office celebrations is to get necessary permits from senior management of your office. Managers may have special considerations regarding your office party, so be sure they know about future events and you take their suggestions into consideration.
    • Assignments. The best organization of your office party requires assigning a person (or even a group) that will be in charge of planning the party. That’s why you need to make necessary assignments and select those people who have event organization abilities and show readiness for planning activities.
    • Party Ideas. It’s recommended to share your idea with other employees who can make suggestions and express their own vision. For this purpose, you make a short questionnaire and ask each of the employees to fill in the questionnaire and show their ideas. Then you can choose between several ideas and then approve the best one.
    • Budget. Once the idea for your office holiday is selected and approved, your next step is to set up your budget. You can make a cost estimate and list there all the events you plan to include in the party agenda. For example, you can plan costs for food and drinks, restaurant, entertainment, gifts, rental payment, games, etc. Remember that you will need to discuss the final amount of all the costs with senior management to get approval.
    • Start Date & Time. Your next step is to set date & time for starting the party. Perhaps, the best date will be Friday at the end of the workday. But if your party is dedicated to a special event (e.g. New Year, a corporate holiday, birth day act.), then you need to take this event into account when planning date & time. Also be sure that start date won’t be assigned to an important commitment date of your business.
  2. Office Party Tips.
    • Considering your budget, you need to determine the following essentials for the upcoming party:
      • Facility (rental items).
      • Menu (food and dishes).
      • Decorations.
      • Entertainment (games).
      • Necessary rental items (like dresses and suits, equipment).
      • Drinks and alcohol beverages (make sure your party is legally safe if you provide alcoholic beverages).
      • Invitations. If you want to make your office party great, inviting employees to the party shouldn’t be done just with an oral announcement. It’s better to create special invitations that you can prepare by using party invitation templates downloaded from Internet (a cheaper approach). Alternatively you can enjoy using a special service of design agencies to order invitations (a more expensive approach). Anyway, once your invitations are designed, you need to send them to participants at least three weeks in advance.
      • Reminding. Even if you have sent invitations to employees, it is recommended to remind about the party several days before the event starts. You can use email service to send reminders. If you have enough funds, you can post flyers on boards.
      • Gifts. As you’re a party organizer, it is all up to you to decide if there’s a need to present some gifts to people invited to the party. If the event is dedicated to celebrating some popular holiday (like New Year, Christmas, Independence Day, etc.) or it’s a special corporate holiday, then perhaps you should think about purchasing gifts. Discuss this question with managers.
  3. Dos and Donts.
    • Plan your party in advance, but don’t try to do it without using task management software (e.g. VIP Organizer).
    • Send invitations to people working for your company, but don’t forget about etiquette that assumes sending invitations to senior management first and then to subordinates.
    • Order snacks and food, but don’t go too far because having only snacks and fast food in your ...


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