Organizing a company party?
Company parties are a great way to bring employees together and strengthen company culture. They act as a social break and provide a unique opportunity to get to know each other outside of the office. This makes company parties more important to the company than you might think.
Whether you are a CEO, middle manager or employee, company parties are a valuable investment in your most important resource – your employees.
While attending a company party is usually always fun, planning it can be overwhelming. There are so many details to keep track of: entertainment, theme, activities, games, speakers, music, and of course, budget.
To make your job easier, we have collected some useful tips and ideas on how to organize a successful company party.
Tips and ideas for organizing a company party
Start planning early
Good planning is the key to a successful company party, and it pays to start early. By getting started well in advance, you avoid unnecessary stress and surprises. We have all experienced situations where things have to be done at the last minute – this not only creates stress, but can also lead to unnecessary costs or too little time to find good alternatives.
For smaller events, you should start at least 6 months in advance, and for larger events, it is recommended to start planning as early as 12 months in advance. Remember that the process often involves waiting for responses, clarification from others, and approval from management.
The larger the event and the more staff you have, the earlier you should start. Planning early gives you a better overview and more options, and thus a greater chance of a successful outcome.
Create lists
Whether you’re planning alone, with a team, or with your office’s own “Party Planning Committee,” it’s important to have a clear overview of everything that needs to be done. Making lists is an effective way to break down the process into manageable tasks, while providing structure and control.
Lists help you keep track of deadlines, what's already been done, and what's left to do. Divide tasks into categories based on urgency and priority, so you always know what needs to be done first. A detailed list can also serve as a tool for delegating tasks to others, making planning more efficient.
Remember that a good plan starts with a good list – it's your best friend in ensuring a successful company party.
Set up a budget
Setting a budget is the very first step in planning a successful company party. It is important to find out how much money you have available as early as possible – this is the Alpha and Omega in order to be able to prioritize correctly. Without a clear budget framework, it can quickly become challenging to know what you can afford and how the funds should be distributed.
With the help of an experienced event agency, like NPG, you can find the perfect balance between price and quality. We will help you set a budget that suits your wants and needs, while ensuring that your event is a success.
Pssst! A little tip: Employers often have the right to deduct the costs of welfare measures. So if you know that it can be challenging to convince them on the accounting side, this can be useful information! 😉
Allocate the budget
One of the biggest challenges of planning an event on your own is staying within budget. That’s why it’s important to start with a clear plan for how your budget will be allocated. Get a comprehensive overview of what things cost, and prioritize the elements that matter most to your company, culture, and expectations of your colleagues.
Take the time to talk to your colleagues and gather feedback from past company parties before you start planning. This will provide valuable insight into what worked well in the past, what could be improved, and what your colleagues actually want. That way, you can create a party that not only meets expectations, but exceeds them!
Set the date
If you have a lot of employees, it can be almost impossible to find a date that works for everyone. Therefore, it is a good idea to create a poll to get an indication of which date works for the most people.
A quick and effective method is to use a poll in Outlook. Choose 2–3 relevant dates, write a short and clear message, and send it out to your colleagues. Remember to set a deadline for the poll, so you don't have to wait unnecessarily long. With this simple solution, you can quickly land a date that works for most people!
Send out the invitation early
Send out the invitation as early as possible! Many people have full calendars and make plans far in advance – the earlier the invitation is sent out, the greater the chance that as many people as possible will be able to attend. Make sure the invitation contains important information such as the date, time, location and, if applicable, the theme of the event.
Also remember to set a clear deadline for your response so that you have an overview of the number of participants well in advance. This makes it easier to plan food, drinks and activities, and ensures that the event is a success for everyone who attends.
Feel free to use a digital solution such as email or an event platform for invitations and registrations – it makes it easier to keep track of responses and is an environmentally friendly alternative to paper invitations.
By inviting early, you show that the event is well planned and gives participants something to look forward to, while also increasing the likelihood of a good turnout.
Choose a theme for your company party
From 80s parties to concepts tailored to reflect your company's own values - the possibilities are many when it comes to choosing a theme for your company party. As an event agency, we at NPG have learned that a good theme can make a big difference.
A well-thought-out theme creates a unique atmosphere that makes the event both memorable and engaging for participants.
Whatever theme you choose, it is important that it is consistent and reflects your company's identity. Create a common thread that ties together color schemes, invitations, decorations, and activities. This creates a visual connection, and an experience that feels authentic and relevant to your employees. A well-chosen theme can lay the foundation for a successful company party.
For the charging company Mer Group we developed the concept and theme in NPG "Meroes". The charging company wanted to focus on its employees, strengthen its corporate culture, and foster relationship building. With a clear and engaging theme in place, we took care of everything – from concept development and decorations to food, drinks, entertainment, and music.
Monique Berntsen
NPG was incredibly service-minded, good at following up and not least a safe and experienced supporter for our event!
Thank you for all the knowledge and expertise you have contributed over these three days. Saying that we are satisfied would be an understatement—this has been top-notch service from start to finish.
Music and entertainment for company parties
Music and entertainment are like salt and pepper to food – without it, it can quickly become a bit tasteless and boring.
It can be a challenge to find a host who has the personality, charm, and experience needed to lead a successful company party. A event agency and a good host will keep the guests engaged and ensure that the program flows smoothly. A musician or DJ will ensure that the dance floor is full.
We ensure that you can safely sit back and enjoy your evening, knowing that everything will be taken care of in a professional manner, so you can enjoy your evening without worrying about the details.
Do you need help from a professional agency?
Let us handle the planning and implementation for you. NPG Event helps you tailor events that best suit you and your company.
Contact us at npg@npg.no or call 23 23 41 00
