The year-end function is a corporate event that is usually held just before shutdown or the mandatory break between Christmas and New Year’s. It is to show gratitude to the staff members for their hard work, and to celebrate the drawing to a close of another year. Some organisations choose to invite their clients and / or suppliers to their end-of-year do as well, creating a relaxed environment in which to get to know one another better. This event is supposed to be fun, not another opportunity to discuss costs and sales figures. So, try to create a spirit of joviality and leisure.
Advantages
The advantages to throwing a year-end bash include:
- It makes your employees, colleagues, suppliers and clients feel special and an integral part of the company’s success when they are invited to share in the celebrations.
- Those who are shy or who, because of the nature of their position, do not get to interact much with others have the opportunity to socialise.
- A party gets everyone into the holiday spirit before they take their leave, lifting the mood and ambience considerably.
- There are no rules to a year-end party, so you (as the coordinator) have loads of flexibility and room for innovation.
Choose a Theme
Because there is so much flexibility in year-end parties, it is a good idea to create a theme, so that each year is a different, exciting occasion to look forward to. The theme can be formal, in which guests would be asked to dress up and all décor would reflect it (such as a Hawaiian or Gangster theme) or more relaxed, not requiring a particular costume but merely setting the scene (e.g. an outdoor barbecue).
Food and Beverages
The food and beverages that you decide to serve at your end-of-year party depend entirely on what your theme and style will be. A formal do may demand a three-course dinner, while a more relaxed event could be satisfied with finger foods or barbecued meat.
When serving alcoholic beverages it is always important that you are 1) prepared and 2) responsible. Have plenty of drinks, ice and glasses available, and provide a range of beers, wines, sodas and (possibly) spirits. Scatter the venue with jugs or bottles of water so that people are not drinking too much out of thirst. Recommended wines include a dry white, dry red, semi-sweet and rosé option. Spirits should include vodka, sherry, brandy, whiskey and rum.
Entertainment
Again, depending on the type of party you will be having, your entertainment needs will vary. For an informal office party, consider playing fun games or assigning treasure hunts. Alternatively, tasteful background music usually creates a great vibe. If your event is more formal and grand, consider musicians or a DJ. You may want a guest speaker (such as the Managing Director or CEO) to say a few words of thanks and to bid the staff safe journeys on their holidays.
Venue
When choosing a venue, ensure that you pick something that is:
- Large enough (remember that you may need room for food, dancing and speakers).
- Within your budgetary requirements.
- Equipped with the necessary facilities and amenities (e.g. a kitchen, ample toilets, audiovisual equipment, parking, and so on).
- Accessible to your employees (some of whom may need to rely on public transport or lifts).
Tips
- Always keep the diversity of your staff, clients and suppliers in mind, being careful not to offend or isolate anyone.
- Assign one or two responsible people to keep an eye out for those who have had too much to drink and make transport available to these ones.
- Consider asking staff to contribute a small amount in order to help with the costs of the event, if appropriate.
- Make an effort with the décor, even if this party is held in a familiar area (such as the canteen or office gardens). This will go a long way in creating a great party atmosphere.
