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Our Top Tips for Organising Your Christmas Party

Christmas is just around the corner which means, so is the festive and party season. Whether you’re planning a party for the office, a group of friends or your family, it helps to be organised. If you need party hire supplies for your event, you’ll also want to start sourcing this sooner than later to avoid any disappointment.

Here are our top tips to consider when organising your Christmas party.

1. Send Out Invitations ASAP

Similar to times of the year when it feels like every weekend is someone else getting married, calendars during the festive season quickly fill up. Most work Christmas functions are held mid-week, knowing that staff are likely to have prior engagements at this time of year on the weekend.

Once you have your venue locked down, it’s advisable to send out a Save the Date as soon as possible. There are lots of easy ways to get your invitations and RSVPs out online now. If your Christmas party is with your friends or family, a Facebook event is probably easiest. If it’s for your work place, calendar invitations are great to make sure everyone has the date saved. Or if you want a fancier but still easy digital invitation, have a look at the animated invites on Paperless Post.

invitation idea

2. Create a Check-List of Party Hire Supplies

If your event is being held at a venue, check with them what is and isn’t supplied. If your event is at home, you’ll probably need a more comprehensive check-list. Here are some of the most standard items that you are most likely to need,

  • Tables – If it’s a sit-down function you may prefer dining or banquet tables. If it’s a cocktail event you’ll need some high tables scattered throughout the room
  • Chairs – Similarly, even if your event is not a formal sit-down meal, your guests will want chairs to rest in.
  • Dancefloor – Having a dedicated dance floor space is great for coordinating your room layout, and also is a much safer option than just sectioning off an area. Most people know that they shouldn’t carry drinks across the dancefloor and will avoid using it as a thoroughfare. This is quite important to consider if this is a corporate Christmas party with OH&S liabilities.
  • Lighting – Lighting sets the tone for the whole room and atmosphere of the evening. Christmas theme is a beautiful use of lighting and will create a warm, friendly and festive atmosphere for your event.
  • Microphone and lectern – microphone is essential if you’re planning on having speeches.
  • Staging – Will you be giving out any end of year awards to staff or team members?
white mesh backdrop decorated with balloons and lets party neon sign and chocolate fountain station

3. Food and Catering

If you’re hosting a low-key event with your close friends or family, you’re probably going to know what food most people do and don’t eat.

However, if this is a company event with a diversity of staff attending, you’ll need to consider this when organising your caterers. There are many religions that have dietary requirements, so for some of the menu, you’ll want to make sure it’s friendly to most requirements.

For a sit-down menu, we’d recommend asking your guests to nominate any dietary requirements in their RSVP. Don’t be shy to also ask for this though if you are hosting a cocktail function, as it will make organising much easier for you if you know for example that 20% of your guests are vegetarian.

Consider hiring Bain Marie to keep your dishes warm throughout the event or an Esky to keep your beverages chilled. 

a buffet of food warmers with dishes