Christmas Party Checklist!

October 28th, 2018
A guide to planning the perfect Christmas party

It’s almost that time of year. I know, we can’t believe it either! Whether you’re arranging an intimate home affair or a large scale office party, it’s time to start planning your annual Christmas do. We’ve created a Christmas party checklist for you, so you can keep on top of party planning and event staff hire during this manic end of year period.

  1. Set the date:
    First thing’s first – decide on a date. This often means finding out availability from venues if you’re going that route. Be mindful of people’s holiday dates and make sure your party doesn’t clash with other’s events.
  2. Decide on a theme and title:
    You’ll want to think about a stunning Christmas party style and title at this stage, as you’ll need to know the mood of your event before you create an invite. Is it going to be grand and opulent? Earthy and fresh? Warm and cosy? Obviously red and green are go-to Christmas colours but you can expand on this or use contemporary replacements. A few ideas are white and gold, silver and maroon, natural hues using leaves, wood and native flora etc.
  3. Send invitations:
    Now it’s your chance to have fun with an invite. From a physical card in the mail, to a group e-mail burst, you can customize and grab attention by spending a little bit of time on the invitation. There are so many ways to go here: a DIY card, a quick digital design, or a bespoke invitation for a formal affair. A very contemporary approach is to use You can design beautiful virtual invitations through Paperless Post, and they keep track of your attendees for you. Remember that this is the moment that you’re notifying prospective attendees about your event, and hoping to get as many people to celebrate with you as possible. Make it eye-catching and memorable!
  4. Keep an eye on attendance:
    Make sure you’re keeping a tally of numbers in the lead up to the event. This will help you ensure that you don’t over or under cater. This is where Paperless Post really comes in handy.
  5. Plan the affair:
    It’s time to get your hands dirty, this is where the real fun begins. With your visual branding in mind, you can begin to source all of the equipment for your event. This will involve venue hire, furniture, table settings, flowers, food, drinks, music, entertainment, event staff and more. Contact suppliers and obtain quotes, and when you’re ready arrange collection or delivery at the ideal time. Its a wise idea to keep a clear schedule and budget of what has been arranged so that you don’t drown in the details! It’s a huge job, and we’re in the business of helping you at this stage of the planning process.
  6. Consider hiring staff:
    At Clifford Wallace we can help your event stand out. Whether you need bar staff, wait staff, kitchen staff or event planning help, we have you covered. Our main service is providing stellar hospitality staff for you, but we also have relationships with Sydney’s top caterers, florists and more. Give us a call and let us know what sort of event you have in mind, and we’ll be by your side every step of the way:
  7. Book early:
    If you do need to hire help, let us know early so that we have the maximum amount of time to provide perfect services for you. Finding the right caterer at the busiest time of the year can be a headache. We’re very well connected in this department so reach out as early as possible so we can secure the ideal caterer for you.
  8. Send follow ups to attendees:
    Your event is organised, you can’t wait for it to actually happen so you can have a well-deserved champagne or three. Now its time to send reminders out to everyone, letting them know your event is coming up and that you can’t wait to see them. For small scale events, Facebook is a great tool here. For larger events, an e-mail or phone call may be necessary.
  9. The day of:
    There’s so much to be done on the days leading up to the event, not to mention the day of. With venue bump in’s, room set up and catering in full swing, not to mention florists and event staff coming and going, it’s your job to oversee it all and be available to answer questions from suppliers. Make sure everyone has your contact details and that you’re on site nice and early to facilitate the process.
    Finally, it’s time to let go and enjoy this time with colleagues, friends and family. This is what you’ve been working towards, and it’s time to remember what it’s all about! Relax, unwind, and appreciate the year you’ve had. Share love and laughter with others, and soak up all of that beautiful Christmas atmosphere, you deserve it.

Picture: Christmas decor by Sarah Sherman Samuel