How to Plan A Memorable Office Holiday Party

The weather may still be warm and sunny, but believe it or not, it’s already time to begin thinking about and planning your office holiday party. Not only are many venues snapped up well in advance, but planning ahead can often save you money by taking advantage of early-bird incentives.

But where to begin? We’ve got you covered, with our top tips for planning a festive, polished office holiday party.

When should I begin planning our office holiday party?

Sooner is generally better. We recommend two to three months of lead time to allow plenty of time to approve a budget, select the perfect office holiday party space, and make proper plans for catering, decorations, reservations and other details. The holidays are always a busy time of year personally and professionally, so it’s best not to leave things until the last minute.

What key party planning aspects should I focus on?

Though holiday parties can vary greatly in size, atmosphere and content, every great office holiday party shares a few things in common:

• The right venue. You’ll need a space with the right size, layout, amenities and atmosphere to fit your party’s vision. Don’t forget to reserve early to give yourself the most available choices!

At Versa, we’ve designed every detail of our modern, flexible spaces with purpose. Our strategic layouts, sound-engineering properties, and aesthetic touches add class to any party. For instance, our Grandview location’s Conversation Room can seat up to 52 guests at tables, with a catering kitchen. Grandview’s Fireside Lounge seats up to 12, offering a gas fireplace, water views, and a cozy atmosphere.

• Refreshments. Whether hosting a catered, plated dinner, buffet, hosted bar, or simply a few treats and sips, every great party comes with great refreshments.
  • Consult your budget and guest list to estimate how much food and drink you’ll need (pro tip: overestimate by 25-30 percent).
  • Select your food provider and menu: Your venue may require a minimum order or to work from a list of approved caterers. Select one early and work directly with them (or the venue if an event planner is included) to select appropriate food style and menu selections for the party’s size and style.
  • Make your alcohol/bar choices: First, decide if you will serve alcohol. Consult your venue to see if non-alcoholic beverage service (such as coffee, tea, soda and/or water) are included in your rental. If you will be serving alcohol, consult your budget and determine which type of beverage service makes sense for your party:
    • Full, hosted bar
    • Cash bar
    • A single or small selection of prix fixe/signature cocktails
    • Beer and wine only (and if so, which and how many varieties)
    • A passed champagne toast.

Be sure to include thoughtful options for those who can’t or choose not to imbibe (a craft non-alcoholic beer such as Heineken’s 0.0 or Brewdog’s Nanny State are nice touches) so every guest feels welcome, and ask your venue about any staffing needs (such as a bartender) or corkage or related fees or beverage order minimums. Also ask your venue if they have a liquor license, which would dictate your ability to charge for drinks. Recommendation: include local taxi or nearby mass transit stops in your event invitation to discourage drunk driving.

• Place your order to beat the holiday rush and notify the venue and vendor/caterer ASAP of any needed updates to menu items or volume.

Versa can handle your party’s food and beverage catering requirements, or leave it to you, depending on your needs and budget.

• Great entertainment and atmosphere. Small touches can make a party sparkle and shine, from playing a cheery mix of seasonal songs to a scrolling digital slideshow of your office’s people and memories.

Whatever your end-of-year party needs, Versa’s versatile event spaces can help make your planning a breeze while wowing your guests. 

Ready to learn more?

Schedule a personal tour of Versa’s Grandview or Arena District event spaces or call us at 614-362-0836 or if you are ready to book your office holiday party space? Contact us.