My Local Guide
EVENTS, TRAVEL AND HOLIDAYS IN UK

Office Christmas Parties

It’s that time of year again! Someone from HR said “Christmas party” and now everyone has suggestions, but no one has budgeted, and the good spots are completely booked. You know the drill?

Office party planning is not hard, but if you do some things a little in advance, you will avoid the stress that comes with last minute planning in November. This guide will help you prioritize and focus on what is most important while planning.

The Sooner the Better

The popular spots in big cities like London or Birmingham get booked up on weekends in December as early as June and even July. If you are looking to do something bigger than a local pub meal, you should book by September at the latest. For a smaller team with a more flexible venue, you have some wiggle room, but an “we will do this in November” mentality means you will end up with a horrible Tuesday night party that no one is looking forward to.

A general timeline for many offices is as follows:

  • June – August: begin budget and headcount agreement, begin listing venues
  • September: secure venue & date
  • October: invitations, menus, and dietary concerns are arranged
  • November: finalize headcount, transport, and entertainment
  • December: enjoy the party and hopefully no one embarrasses the CEO

Budgeting: what are the numbers?

It all depends on what you want. The least expensive option, generally, is a shared party at a hotel or bar where several companies share the venue that evening. This usually averages between £30 – £50 per person for the meal and a DJ. Everything usually starts higher with private bookings of an entire venue that only has your team, and can increase quickly beyond that with drink packages, entertainment, or a less out of the way venue.

Here are a few factors that people don’t usually think of that increase the price: transport for a large group, evening entertainment that is beyond a DJ, and any venue that has “London” in the postcode. You shouldn’t avoid any venue for these reasons, but plan for them in the budget to avoid surprises in the invoices.

Party night vs private hire

Party nights, also known as shared nights, cater to several companies at the same time. Party night packages usually include a set menu and a DJ or band and are more cost-efficient. You are, however, sharing a venue with other companies and the overall experience is highly influenced by the other companies present.

Private hire offers a venue to yourself. You get to decide on the menu and the vibe, but it is a more costly option, and is usually much harder to organise, especially for the highly demanded dates in December.

You don’t necessarily want to go for either of the options all the time. For example, a twenty person company may not fill a large venue for a private hire option, while a company with several hundred employees may require a private hire option to fit everyone.

Choosing a location: London, Birmingham, and Wales

London

No other city offers the variety of venues that London does. You can rent riverside venues or opt for a large hotel ballroom that hosts several parties a night. It does come at a cost. In addition to the cost, If your team is based in or around London, you can expect to have to organise everything a lot further in advance.

Birmingham

Birmingham’s Christmas party offerings continue developing with a nice mix of bars and venues in the city centre and along the canal, combined with larger hotel venues capable of accommodating large functions outside of London pricing. It also works better for teams that are more centrally located in the Midlands — for those that have to travel.

Wales

When it comes to the formal or large-scale functions, the first place that will come to most people’s minds is Cardiff. Venues here are as varied as conference hotels and even modern castles (yes, there are options). Outside Cardiff, there are still some good venues in the smaller towns and on the coast, though the options get limited the further you move from the larger cities.

Ideas and Themes

Office parties do not need a theme, and putting one on a team that does not want one can miss the mark. But tips to consider if wanting one are:

  • Choosing one or two set styles of dress or a type of outfit (formal, “festive jumpers”, decade themes) is a good compromise
  • The “Great Gatsby” and “Winter Wonderland” style themes are good crowd-favorites because they are easy to decorate and don’t require elaborate shopping for a costume.
  • If there is a budget, a good idea is entertainment options (photo booth, casino tables, live music) as they tend to be a good draw and remembered.

Inclusivity

Good office parties cater to everyone. It is important to consider, before you book, the voices of the group that most actively participate in planning via WhatsApp, as a lot of the considerations are really easy to plan for.

  • Dietary considerations (at a minimum vegetarian, vegan, and allergen)
  • Venue accessibility (including restrooms) and how people get there.
  • Is the event optional? If not, is there a non-alcoholic choice beyond a glass or two of non-alcoholic sparkling juice?
  • Does the timing avoid religious observances? Does it include those with evening obligations of childcare or caring?

It is really easy to ask to include, before the invites go out. It is really hard and disappointing to show up and discover there is nothing for you to eat.

Getting started

The following venues and options elaborate city by city, offering budget breakdowns and booking timelines. If you’re planning this year’s party, the main thing is to begin earlier, not in November. Venues, particularly good ones, are in high demand and hard to come by. Time is of the essence.