With six months still to go until the Christmas party circus rolls into town, hunting for a venue may not be high on your to-do list right now, but if you don’t want to be left with limited choice and unpopular dates, it may be worth moving it up a few places.
According to Vicky Hogg of event planning specialists Office Christmas (www.officechristmas.co.uk), savvy party organisers know there are only so many key dates at the most coveted, good value venues, so they tend to firm up their booking in the first quarter of the new year, particularly if they’re organising events for large groups.
‘With the explosion of late booking websites in the leisure market, it’s only natural to assume that the corporate party market would act the same, but this is simply not the case,’ she says. ‘Booking earlier is the best way to get a good deal as venues are keen to secure dates as soon as possible. Smart companies know there are a limited number of Friday nights to go around, so getting in early with a very reasonable deposit secures you a good deal.’
And although a minority of venues will offer reductions for last-minute bookings, it’s a big gamble to wait and see what deals you can find at the eleventh hour.
‘For a start, your choice is vastly reduced to the quiet, early week nights and who really wants to give their staff such short notice?’ says Vicky.
Even after the first wave of January-to-March bookings, Vicky has noticed more and more companies booking earlier than in 2009-10, largely, she believes, because of an increased confidence in the market. ‘More organisations have reinstated Christmas party budgets that were withdrawn over the past couple of years,’ she says, although that doesn’t mean for a minute that they’re not looking to negotiate the best deal possible. ‘Companies may be signing off on a little more per head, but they’re expecting better value for money than ever now and budgets are scrutinised very carefully by a longer chain of command.’
Finding the perfect price point
So how does the party booker spend her much-scrutinised budget wisely? And is a shared party always the cheaper option? ‘There was a noticeable shift towards shared parties a couple of years ago as bigger companies (who perhaps would typically host their company-wide celebration as an exclusive) chose to allow each regional office or department to arrange their own low-key celebration,’ explains Vicky. ‘Shared party providers also received a boost in popularity from groups of colleagues who funded a bash entirely out of their own pockets, after companies withdrew party budgets altogether.’
However, the cheapest option often depends on numbers. ‘Shared parties are the most cost effective solution for groups of less than 100,’ she says. ‘It means you can take advantage of the high-end production of the big marquee-style party that might otherwise be out of your budget.
‘If you have a large number to cater for (100+) on the other hand, an exclusive party can be a cheaper option, and you can tailor-make the package to include what’s important to you. Companies who spend a lot of their budget on a themed party with the wow factor sometimes even find that guests don’t mind buying their own drinks when there’s so much entertainment and fun going on.’
Plan your perfect party
Ask yourself whether your party is likely to be...
• During office hours or in the evening? A lunch that lasts all afternoon can work out cheaper than a full-on evening event, and people always appreciate an unofficial afternoon off. Plus the hardcore can go on to do their own thing afterwards.
• Staff only or with partners? If the general mood seems to be that people want the chance to bring partners but the budget is tight, take a poll on whether they’d be prepared to buy a plus-one ticket and what they would generally consider a reasonable contribution. If it is a plus-one event and your numbers soar, you could always consider a buffet (it can still be a semi-formal seated buffet) rather than a traditional three-course meal. Also bear in mind that hiring serving staff will add extra pounds to the final bill.
• On a work night, a Friday or the weekend? End-of-the-week dates are obviously at a premium rate, but probably a better choice if your do is going to be a boozy, dance-till-you-drop affair. If the plan is more a meal with entertainment, early in the week might work as well and is less likely to conflict with other dates in people’s diaries.
• Completely paid for by the company? Be clear what’s covered by the company budget. For instance, if wine (say, half a bottle per person) is included with the meal but other drinks are extra, people need to know to bring cash.
• Easy to get home from? If the party venue you’re considering isn’t in your usual patch, are there reliable rail/bus/cab connections, or is it worth considering a coach there and back to a central location?