The most wonderful time of the year is just around the corner, and if you’re planning a Christmas party, time is of the essence!
Did you know that many popular venues are already fully booked by mid-October? To help you get ahead, we’ve put together a guide to planning the ultimate Christmas party.
1. Budget
Your budget will shape the overall experience and dictate what extras you can include. It’s important to determine exactly what your budget covers. For instance, will you provide an open bar, or will guests need to cover their drinks? A clear understanding of your budget will help avoid any surprises.
Start by breaking down your budget into categories such as venue hire, food, drinks, entertainment, decorations, and transportation (if applicable). Knowing how much you can allocate to each will ensure you’re getting the best value for your money. Keep in mind that the size of your party directly affects the cost—larger parties will need bigger venues and more food which will increase your overall expenses.
2. Date Selection
Choosing the right date is crucial. The date will depend on whether it’s a work-related event or a gathering of friends and family. For office parties, Thursdays tend to be popular as they avoid taking up valuable weekend time while still giving people the opportunity to unwind. Fridays and Saturdays, naturally, are top choices for more social events.
If children are attending, consider a family-friendly Saturday afternoon. But remember that Saturday nights are the most popular, so venues fill up fast—book early!
For those working in hospitality or retail, December is one of the busiest months for business, and extended opening hours can mean that Christmas party celebrations are postponed until January. At Brighton i360, we offer January party packages at reduced rates and will keep our Christmas decorations up into the new year. Ask our events team about our January party packages.
3. Guest List
Once the date and budget are locked in, focus on your guest list. If you’re hosting a large party, plus-ones might be an option, but keep in mind that this will affect venue capacity and, of course, the budget.
For smaller groups, consider a “joiner party.” These are shared events with other small groups, perfect for creating a lively atmosphere while keeping things intimate. For example, at our beachfront venue, joiner parties can accommodate 6 to 29 guests for £70 per person, with available dates on December 11th and 18th, 2024. Joiner parties are ideal if you want to enjoy the buzz of a bigger event without the hassle of organising it all yourself.
Click here to request a Christmas Party Package brochure.
4. Venue Selection
The venue is one of the most important decisions you’ll make. Once you’ve nailed down your guest list, you can start researching locations that fit within your budget. Consider factors such as location, accessibility for your guests, and whether parking or transport links are available nearby.
Once you’ve shortlisted a few venues, visit them in person to assess the size, facilities, and ambience. You’ll want to ensure it has everything you need to accommodate your guests and any special features.
Top tip: Ask the venue if they offer packages that include food, drink, and entertainment. These can often be more cost-effective and reduce the number of suppliers you need to deal with.
5. Food & Drink
The type of food you serve sets the tone of the event. Are you envisioning a sit-down, multi-course meal, or a more relaxed buffet or canapé-style service? A sit-down meal will likely be more expensive, especially with a large group, so it’s important to get quotes early and factor this into your budget.
For drinks, decide whether you’ll host an open bar, set up a bar tab, or ask guests to pay for their own drinks. Also, make sure to collect any dietary requirements or allergies well in advance so the caterers can prepare accordingly.
Before finalising anything, request a menu-tasting session to ensure the quality meets your expectations. Many venues offer inclusive packages to simplify the process.
At Brighton i360, we offer various packages depending on your needs and budget. Our classic package, starting at £70 per head, includes a 25-minute pod journey, a three-course set menu, drinks, and entertainment. For a bit more sparkle, you can opt for an upgraded package with a sparkling set menu, after-dinner chocolates, and a cash bar for just £10 more per guest.
6. Entertainment
Entertainment is key to creating an unforgettable party. Whether you opt for a DJ, live band, or a simple playlist, ensure the vibe matches your crowd’s preferences. DJs are often a safe choice for keeping the energy up, but live music can add a unique touch. Some venues may already have in-house entertainment options or recommendations, so be sure to ask when booking.
7. Theme & Decorations
Adding a theme to your Christmas party can elevate the experience and make it more memorable. This can be as simple or extravagant as you like, depending on the remaining budget. Some popular themes include:
Traditional Christmas: Think festive reds and greens, Christmas trees, and tinsel.
Winter Wonderland: Opt for a snowy white colour scheme with silver accents and fairy lights,
Christmas Jumper Party: Encourage guests to wear their most festive or funny jumpers for a casual and fun vibe.
Red and Gold: Create an elegant atmosphere with deep red and gold décor with sophisticated table settings.
Themes can also extend to your food and drink options, with themed cocktails, festive menus, and decorative desserts to match.
By following these steps, you’ll be well on your way to planning a successful Christmas party that will leave your guests talking about it well into the new year. Start early, stick to your budget, and don’t forget to enjoy the process!
Find out more about venue hire at Brighton i360.
Click here to make an enquiry.