Planning a company party
A company party is an event with a guest list that keeps shifting, a deadline from the caterer, and an organizer who also has a regular job to do. What usually goes wrong isn't the party itself, but the collecting of information: who's coming, who's bringing a plus-one, and who doesn't eat fish. Here's the order that creates the least amount of work.
Set the date before you have the venue
Especially in November and December, the date is the scarce resource — people have several Christmas parties to choose between. Send out the date as soon as it's decided, even if the venue and program aren't ready yet. A short heads-up now gets you more guests than a polished invitation three weeks later.
Sort out the three numbers early
Budget per head, whether plus-ones are welcome, and what the company is covering. These three answers determine almost everything else, and they're easier to settle in October than in mid-November. If plus-ones are welcome, say so in the invitation — otherwise you'll get the question one by one from twenty different people.
One channel for RSVPs
RSVPs that arrive by email, in chat, and in the hallway never turn into a single list unless someone does that job manually. Give everyone the same link, and let the response capture what you actually need: coming or not, plus-one, and allergies or dietary needs. Then the list is done the moment the last response comes in.
Set an internal deadline before the caterer's deadline
Find out when the venue or caterer needs the final headcount, and set your own deadline at least a week before that. That week is for chasing up stragglers, and you will need it. Put your own deadline in the invitation, not theirs.
A program, even for an informal event
People want to know when to show up, when there's food, and when it ends — they need to pick up kids, catch a train, or book a taxi. Three times in the invitation saves you from all the questions. If there are speeches, prizes, or a quiz, put them in the program so the people involved know when it's their turn.
A seating chart pays off at a company party too
It's tempting to let people sit wherever they want, but the result is that every department ends up sitting with itself. A simple table plan mixes people who otherwise wouldn't talk to each other, and it makes serving special diets much easier. It doesn't need to be more than names on the tables and who sits where.
The week before
Confirm the numbers with the venue, send the allergy list, check that anyone giving a speech knows about it, and send a final message to everyone with time, place and directions. That final message is what makes sure people actually show up at the right place at the right time.
Frequently asked questions
How far in advance should a company party be announced?
For a julebord (Christmas party): as soon as the date is set, ideally in October. For other company parties, four to six weeks is enough, but send the date earlier if it falls during a busy period.
Should employees be allowed to bring a plus-one?
That's a budget decision, but settle it before the invitation goes out and state it clearly. If it's open, people should be able to ask so your numbers stay accurate.
How do I collect allergy information without nagging people?
Ask in the same form as the RSVP. Everyone who signs up gets asked once, and you avoid a separate round afterwards.
What do I do about last-minute cancellations?
Agree with the venue in advance how late you can adjust the numbers, and how many seats are binding. It's that agreement that decides what a cancellation costs, not how quickly you're notified.
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