How to plan a successful End-of-Year Party

How to plan a successful End-of-Year Party

The end of the year is approach­ing fast. It is a great time to cel­e­brate with friends, co-work­ers and loved ones and rem­i­nisce over the past year. Organ­is­ing an End-of-Year or New-Year’s Eve Par­ty requires fol­low­ing a few key steps to pro­vide your guests with the best pos­si­ble expe­ri­ence on this spe­cial night.

You are think­ing about organ­is­ing a par­ty, a din­ner with friends or an office hol­i­day par­ty? Here are some instruc­tions to fol­low:

The key steps to organise your party:

The steps you should fol­low to plan your Par­ty or New Year’s Eve are the same as those of any par­ty — whether it be a gath­er­ing with friends, an office par­ty, or any big event with a large audi­ence.

1. The budget

Any event requires set­ting a bud­get. It can be flex­i­ble but it will be a good way to set a lim­it between what you want and what can real­is­ti­cal­ly be achieved. It is impor­tant to plan an End-of-Year Par­ty that match­es your means. Spend­ing too much or too lit­tle is unnec­es­sary as this means tak­ing risks on some aspects. You can define a bud­get per head, or even ask for a con­tri­bu­tion, ask guests to buy a tick­et or reg­is­ter for your event.

2. The planning

Organ­i­sa­tion is a mat­ter of plan­ning! The size and scope of your event will fac­tor in how ear­ly you need to start plan­ning as well as the num­ber of tasks you’ll need to accom­plish before mak­ing your assess­ment. You should real­ly take the time to list all the steps and their sta­tus, and plan each step care­ful­ly for a clear view of your mile­stones and whether or not you should del­e­gate some tasks. Start from the date of your par­ty to estab­lish what should be done 1 month before, 2 weeks before, 1 week before and the day before.

3. The perfect venue

This should be done well ahead of the big day. Find­ing the per­fect venue can be tricky. There are many par­ties dur­ing the hol­i­day sea­son and the most unique and inter­est­ing places will be grabbed quick­ly. Start your research by sort­ing your cri­te­ria between the must-have, the impor­tant and the nice-to-have. Define those in rela­tion to the num­ber of expect­ed guests, your bud­get, the equip­ment you need (dance­floor, sound sys­tem, pre­sen­ta­tion or slideshow equip­ment, etc.), the atmos­phere you wish to cre­ate for your par­ty, etc.

4. The service providers

Obvi­ous­ly, your par­ty requires food and drinks. These are often includ­ed in the rental of the venue but you can also opt for a “dry hire” and look for exter­nal providers: cater­ers and bar­tenders tai­lored to the type of Par­ty you’re plan­ning — whether it is a din­ner, a cock­tail or a par­ty. The search for a provider can be painstak­ing­ly dif­fi­cult, but we addressed it in a sep­a­rate post.

Once your guests are fed and have their choice of drinks from the bar, you may want to look into enter­tain­ment. You’ll need to ensure there is music if it’s not includ­ed in the venue hire. Choose the option that best suits you: a playlist, a DJ, etc. Ask around you, friends and rel­a­tives can be a great help in these sit­u­a­tions.

Turn your par­ty into an unfor­get­table evening! If you wish to give your guests a mem­o­rable evening, don’t hes­i­tate to pro­vide a real expe­ri­ence, a token to bring home: a pho­to booth, a small gift, a chal­lenge, a friend­ly game, a karaoke or a quiz. Any idea that will pro­vide enter­tain­ment and impress your guests is a good one! Some venues will offer enter­tain­ment, don’t hes­i­tate to look into it.

5. The guest

Here comes the main part: your guests! Don’t take com­mu­ni­ca­tion light­ly if you want to reach a wider audi­ence than the peo­ple you know, and more impor­tant­ly please your guests and send a pos­i­tive mes­sage.

Speak about your event around you, send ear­ly invi­ta­tions and keep in touch so that your guests keep the date and the key infor­ma­tion in mind, and more impor­tant­ly that they don’t for­get about your Par­ty or accept anoth­er invi­ta­tion.

When you send your invites, why not take that oppor­tu­ni­ty to ask a few ques­tions using a form.  Some infor­ma­tion may be use­ful to you: food aller­gies, most con­ve­nient dates, if peo­ple want to bring a +1, etc. This is also the moment to sur­vey the teams, a theme may be appre­ci­at­ed which will give you a guide­line for your dec­o­ra­tion, enter­tain­ment and gifts.

If you would like to organise a professional event or a party with friends, some aspects will be different and should be taken into account.

An office par­ty will need to meet some spe­cif­ic cri­te­ria that depend on the com­pa­ny cul­ture: for instance, you may need to include an assess­ment of the year, a pre­sen­ta­tion of com­pa­ny results or the great projects for the year to come. Some of these ele­ments will require equip­ment. Your co-work­ers should be told the date ahead of time so that they make sure they are avail­able. A week­day evening may be eas­i­er, the teams will then attend the par­ty after their work­day.

organ­ise a per­fect New Year’s Eve or Christ­mas Par­ty. Per­haps you would like every­one to con­tribute to the par­ty? If so, you can cre­ate a reg­is­tra­tion plat­form where guests can con­tribute what they want or pay a fixed price. Set­ting up a form can be the most con­ve­nient way to organ­ise amongst your­selves. You want to keep the par­ty pri­vate? Set up your event so that it is pri­vate and only acces­si­ble with a pass­word that you’ll com­mu­ni­cate to your friends.

Ready to organ­ise your own par­ty? Start now with Weezevent:

Read more

Share this article