Planning Business Parties: Summer Edition

Who doesn’t love a good party to start the summer off? It’s a great way to connect with your staff, show appreciation for the hard work they do, and celebrate all the things that you’ve accomplished together. 

However, just like with any big event, organization is key. Avoid last minute planning if you can. 

Instead, chip away at your party scheduling tasks over the months leading up to the big day. Trust us when we say you’ll save yourself a lot of stress by breaking your holiday bash into smaller, more manageable chunks. 

How To Host A Successful Business Party

Set a Budget. 

Business parties are fun, no doubt about it, but they can also pack quite the financial wallop if you’re not sticking to a budget or tracking where you’re spending money. Decide up front how much you’re willing to spend and set aside a specific amount for each component of your party. 

For example, you’ll want to have a certain amount of money set aside for the venue, entertainment, decorations, food, drinks, transportation to and from the venue, etc. If you’re allowing employees to bring a guest, you’ll also want to factor in those additional expenses as well. 

Budgeting apps like Mint or Goodbudget can help you keep track of your targets and how much you’re spending as you spend it. They’re great options for those who want to keep tabs on their expenditures in real time without having to manually plug in the numbers. 

Choose a Date.

There can’t be a party if there’s no set time and place! Keep in mind that the months leading up to the summer are likely going to be a busy time for your employees. Vacations, family plans, incoming relatives… the season can be pretty hectic. Therefore, early planning is key. 

Conduct a simple e-mail survey to investigate what dates work best for employees. Give them 2-3 options to choose from. While you won’t be able to please everyone, chances are you’ll be able to find a date that works for most people. 

Once you have a date, you can get to work on choosing a venue and getting the details set. 

Decide on a Venue.

Now that you’ve got your date all figured out, it’s time to plan where you want to host your guests.

Some employers like avoiding venue costs by having the party at the office. If your space is conducive to that, it’s a great cost-effective option. However, keep in mind that if you choose to host the party at your office, you’ll likely need to hire someone for set up, food and bar service, catering, clean up, etc. 

If you choose to host your party externally, these expenses are usually included as part of the venue cost. That being said, you should always ask the hosting establishment which services are included with your booking to ensure you can budget and plan appropriately. This includes things such as food and drink service, entertainment, set up, tear down, and post-event clean up. 

Lastly, always make sure that the venue you choose is size appropriate for your guest list. If your party is small and intimate, you likely don’t need to be paying for a grandiose space. On the flip side, if you’re event is larger, you want to make sure that there’s more than enough elbow room to go around. 

Don’t Forget an Alcohol Policy.

You’ll want to let your employees know what kind of expectation there will be around bar service. 

Will it be an open or cash bar? Are you going to provide tickets for drinks? If so, how many? Will there be beer, spirits, wine? Can employees bring their own alcohol? Will there be wine on the table or is everyone responsible for getting their own? When does alcohol service start and when does it end? Are you providing transportation home? 

Your choices should factor in what will be enjoyable but also what’s doable for the budget you’ve set out. 

Clear communication will set employees at ease and will create an expectation early on so there are no surprises once the party starts. 

Figure Out Your Menu.

Now that the alcohol situation has been figured out, it’s time to move on to everyone’s favourite topic: food! 

First, you’ll want to identify if your venue has an in-house catering service that they expect you to use or if you’re able to bring in an external catering team. It’s important to ask either if service, such as delivery, clean up, and water-top ups are included in the price so that you can budget accordingly. 

Once you know that, you can get to planning what kind of service you’d like to have. For example, will it be a seated service? Or will it be served buffet style? Family style plating where everyone gets up get their own food is generally cheaper, but plated service may offer a more luxurious feel. 

At the end of the day, what you decide should line up with both your budget and your vision for the night. 

Send Out Early Invites.

Once you’ve locked down the day, the venue, and the details, send out the invitations as soon as possible. This will give your employees plenty of time to block the date on their calendar, find childcare, choose their ‘plus one’ (if applicable), arrange transportation, etc.

Ensure that your invite has an RSVP option and ask your guests to respond by a set deadline. This will help you sure up the numbers so that you can plan entertainment, meals, drinks, and any other details appropriately. 

This is also an optimal moment to let your guests know that if they have any dietary restrictions or allergies, now is the point to speak up. This will give you plenty of time to alter menu options or to arrange for special plates to be made ahead of time. 

Upcoming Summer Season Stressing You Out? Give Us a Call! 

Who couldn’t use a little more free time during the summer season? 

At Smart Choice Business Assistance, we help take the time-consuming tasks off your plate so that you can spend more time doing the things that you love.

Contact us today for a complimentary consult and find out how our team of savvy business professionals can support you through the summer season. 

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