I know, it’s only September but let’s talk a little about holiday party planning. Many of you will be tasked with planning the office holiday party— with the added bonus of it being held right in your workplace.
While fluorescent lighting, desks and boardrooms may not immediately feel festive, a few thoughtful changes can transform your office into a memorable celebration. Here are some tips from a Calgary event planner to help make your in-office holiday party feel like a true event.
Choose a Theme
A simple theme can guide your décor, menu, entertainment and dress code while making the party feel more cohesive.
Consider an après-ski lodge, holiday cocktail lounge, winter carnival, cozy cabin or retro holiday celebration. Choose something that fits your company culture, available space and budget. I personally think a theme is a must for these types of events. Check out this blog for more insight.
Make the Office Feel Less Like an Office
Transforming the space is the most important part of planning an in-office event.
Move unnecessary furniture and equipment out of sight. If you have a budget use decorative screens, curtains or pipe and drape to conceal workstations and storage areas. Turn off the overhead fluorescent lights and add warm lighting with LED candles, string lights, lamps or uplighting.
Focus your décor budget on the areas guests will notice most, such as the entrance, bar, food stations and main gathering area. One memorable focal point will have more impact than small decorations scattered throughout the office.
Rethink the Layout
Offices are designed for working—not entertaining. Create separate areas for food, drinks, activities and conversation.
Cocktail tables (or tall tables) and lounge furniture encourage guests to move around and connect with colleagues outside their usual departments. Place the bar away from the entrance so guests are drawn further into the event and be sure to keep hallways and emergency exits clear.
A professional Calgary event planner or event design partner can help develop a floor plan that improves guest flow while making the most of a limited or unconventional space.
Select Food That Suits the Setting
Choose food that is easy to serve and comfortable to eat while standing. Passed appetizers, grazing tables and interactive food stations often work better than a formal meal in an office environment.
A gourmet slider station, elevated taco bar, poutine station or festive dessert display can add personality without requiring full table service. Be sure to offer clearly labelled vegetarian, vegan, gluten-free and alcohol-free choices. In order to ensure food safety, working with a catering partner is a must!
Create a Signature Drink and Mocktail
A signature beverage is an easy way to reinforce your theme. Give it a playful name connected to your company or team and offer an equally appealing non-alcoholic version.
If alcohol is being served, provide substantial food and arrange safe transportation options such as taxi vouchers, ride share credits or organized shuttles.
Choose Entertainment That Encourages Connection
The best office holiday party entertainment is fun without making participation feel mandatory.
Ideas include:
- A live musician or DJ
- Holiday trivia
- A photo booth
- A caricature artist
- A cookie- or cocktail-decorating station
- A charitable donation or gift-wrapping activity
Choose entertainment that fits your team’s personality and allows plenty of time for relaxed conversation.
Keep Speeches Short
The holiday party is a great opportunity for leadership to thank employees and recognize the year’s accomplishments. Keep the message short, genuine and inclusive.
If you are presenting awards, prepare the names, descriptions and presentation order in advance. A five-minute thank-you can be meaningful; a 30-minute corporate presentation rarely feels festive.
Add an Unexpected Detail
A thoughtful surprise can become the most memorable part of the event.
Bring in a coffee cart, arrange a surprise dessert delivery, invite a local performer or send guests home with treats from a Calgary bakery. The surprise does not need to be expensive—it simply needs to feel intentional.
Plan for Logistics and Cleanup
If your office is in a shared building, confirm the rules regarding music, security, parking, elevator access and after-hours guests.
Arrange for furniture removal, cleaning and garbage pickup before the event. If possible, hire a professional team to manage teardown so employees are not left cleaning the office after the party.
Make It a Celebration of Your Team
The best corporate holiday parties are not necessarily the most expensive. They are the ones where employees feel welcomed, appreciated and considered.
Before finalizing your plans, ask:
- Is the event inclusive for employees who do not drink?
- Have dietary needs and accessibility been considered?
- Can both outgoing and quieter team members participate comfortably?
- Does the celebration reflect our company culture?
- Will employees feel that the party was planned for them?
With thoughtful corporate event planning, your everyday workplace can become a warm and memorable holiday destination.
Jennifer James Events provides corporate event planning in Calgary, including office holiday parties, venue celebrations and customized employee events. From creative concepts and floor plans to catering, entertainment, rentals and onsite coordination, we can help turn your office holiday party into something truly special.