How to plan a work party… that doesn’t suck
Hey you, yes you! The person who just got assigned to plan their next work party and you’re researching what to do to make your work party awesome.
Maybe it’s a holiday party, retreat, offsite, or just a celebration of some sort. There’s no reason that a work party has to be bland, in fact we’ve helped facilitate hundreds of EPIC parties, let me share some ideas so you can be the party planner that nobody can stop talking about!
Early Planning and Reservations: The Cornerstone of Success
Picture this, you come up with the most perfect plan and start getting people excited about it. Then when you finally pull the trigger you realize that the venue you wanted to host at is booked solid. Don’t let this happen to you! As soon as you think about it, call the venue and see if it’s possible! We often take bookings a year or more in advance.
While we can sometimes accommodate last minute bookings it should never be counted on! Especially for a big group. Venue space in Whistler or Victoria is limited so you’ll want to put some feelers out there as soon as you can.
People who answer the phone at the venue can also be a huge help to your planning! We host tons of parties and we’re always excited to help you bring your ideas to life.
- Looking for food? We know the best vendors.
- Want decorations? We can help you with that.
- Theme drinks for an inside joke? Love that for you.
- Need transportation? Say less, we got it.
The Magic of Name Tags for Large Group Parties
Name tags might seem trivial, but they are powerful tools in events, especially those hosting large groups. There’s a certain charm in cheering for someone by their name in a heated competition. Name tags foster a sense of camaraderie and team spirit, making them a small yet significant addition to your event.
This of course doesn’t really apply if you’re a small group or you already know each other well. But if you’re a remote work organization coming together from all over the world then it can be extremely helpful to know who each person is just by quickly glancing at their lapel. Not every work party is with people who work together regularly and you want to make sure everyone feels included and able to break the ice quickly.
Plus nothing brings a team together like cheering for your team-mates!
Activities: The Heartbeat of an Unforgettable Party
A party without activities is like a pub without beer – it just doesn’t feel right. Our biased yet seasoned opinion is that activities are crucial. They bring structure, competition, and fun, transforming a regular gathering into a memorable adventure. Ditch the usual restaurant hangout and choose something that leaves a lasting impression.
Sitting is the new smoking! You don’t want to bring people together only to have them all sit down into clique groups. You want people standing, mingling and high-fiving. This is achieved through a shared group activity. I’m very impartial to axe-throwing for obvious reasons, but you can also do bowling, volleyball, pinball, or any number of activities.
For choosing an activity for your work event you want to consider the following:
- Is this an accessible activity that everyone can do?
- Is the venue accessible for wheelchairs or other mobility issues?
- Does the venue serve beer? (Crucial, more on this in the next section)
- Is there an element of competition so that we can get everyone cheering in the same direction?
- Is this a unique activity that most people won’t have done before?
Time for Refreshments: Balancing Fun and Leisure
You don’t need alcohol to have fun, but you also don’t want to host at a venue that doesn’t have full options for people. In my experience at Forged I can confidently say that people love responsibly drinking adult beverages and it can be a serious enhancer to an experience.
There’s also lots of fun things you can do with a licensed venue, like doing custom drinks, doing a beer tasing, or offering your team drink tickets.
At Forged we offer a huge selection of local craft beers along with ciders, coolers, wine, and of course non-alcoholic beverages as well.
The Art of Enjoying Your Own Party
As the host, your enjoyment is contagious. It’s essential to delegate tasks and not overburden yourself with details. Remember, a relaxed and happy host leads to a successful and enjoyable party for everyone.
Who is going to be on your team of people to help you make this happen? You really only need a few people on the day of to make sure things are going smooth, recruit them early and give them some tasks. Your #1 helper will be your key person at the venue, once you greet them they can take care of TONS of small details for you.
If you can recruit some co-workers there’s some small jobs they could help with. Here are some examples:
- Greet people when they arrive at the name-tag station
- Hand out drink tickets
- Explain the flow of the event
- Coordinate with a vendor (like food or music)
The most important thing is that you don’t take on too much during the day of, you want to enjoy the party as well! Think back to the best parties you’ve been to and it often seems like the host is just enjoying themselves and mingling, not freaking out about every small detail. Leave that to the venue staff and some helpers.
Let Forged Help You Create an EPIC team event
I’d be crazy to suggest you go anywhere else! We’ve helped hundreds of people in your shoes plan an epic gathering and we’d love to help you.