INSIGHTS
How to plan a memorable end-of-year work event
Time's ticking. Venues are booking out. Your end-of-year event won't plan itself.
Welcome to the whirlwind of end-of-year work event planning. If you've ever been recruited into the ‘event working group’, you know just how quickly the deadline approaches and how tricky it is to come up with work event ideas. Employee celebrations, partner meetups, festive gatherings, client schmoozing, your event calendar is likely packed during November and December. But so is everyone's. This means you have some competition when it comes to venues, entertainment, and suppliers.
Start planning now with our expert tips below and thank yourself later.
Quick links:
- Your weekly countdown checklist
- Smart money management
- Effective communication
- Choosing the right venue
- Food and drink fundamentals
- Create an experience, not just a party
- Transport solutions that work
- Gifts and takeaways
- FAQs
Your weekly countdown checklist:
Week 26-21: Set your budget, objectives, and research venues
Week 20-16: Book your venue, secure key suppliers, and start guest list
Week 15-11: Finalise catering and entertainment, and send save the date
Week 10-6: Send formal invites, arrange transport, and order gifts
Week 5-4: Confirm RSVPs, dietary requirements, and reconfirm bookings
Week 3-2: Final headcounts, last-minute details, and brief suppliers
Week 1: Brief your team and get ready to enjoy the event you poured your heart into
Smart money management
Resist the urge to splurge! Staying within budget is so important, especially for your CFO. Allocate funds wisely across essential elements like venue hire, catering, entertainment, and decor before considering extravagant extras. Balancing quality and cost will create memories for all the right reasons, not budget-breaking.
Our budget breakdown checklist:
- Venue costs (40-50% of total budget)
- Catering and bar (25-30%)
- Entertainment (15-20%)
- Transport (5-10%)
- Gifts and extras (5-10%)
- 10% contingency buffer
Effective communication
There will be no more missed messages or unread emails here. Work with the team to craft clear and tailored communication plans. Save-the-dates, thank-yous, and everything in between, make sure everyone is in the loop.
Our communication timeline checklist:
- Save-the-dates (8 weeks prior)
- Formal invitations (4 weeks prior)
- RSVP reminders (2 weeks prior)
- Final details email (1 week prior)
- Day-of celebration message (morning of event)
- Thank you follow-up (within 48 hours post event)
Choosing the right venue
The venue sets the stage for your event. Consider capacity, accessibility, and ambience early. Your venue could be a show-stopping local hotspot or an intimate getaway destination, requiring a long-haul flight. Either way, quotes and proposals for trending venues fly out the door fast, so snag your spot early.
Venue hunting checklist:
- Capacity for guest count + 10% buffer
- Accessible for all attendees
- Parking or transport links
- Audio-visual capabilities
- Weather contingency plans
- Alcohol licensing
- Curfew restrictions
- Supplier access and setup time
Food and drink fundamentals
No one likes going home hungry from a corporate event. Offer a diverse range of dishes to cater to the entire team. Include diverse preferences and dietary needs, while championing sustainability by minimising food waste. Classic cocktails, non-alcoholic options, and fine wines, as well as surprising mocktails, ensure there is something for everyone other than soft drink or water.
Catering checklist:
- Dietary requirements survey sent
- Include vegetarian, vegan, gluten-free choices (minimum 20% of menu)
- Cultural dietary considerations
- Plan for 1.5 drinks per person per hour
- Non-alcoholic beverages beyond basics
- RSA-certified bar staff
- Food safety certifications confirmed
Create an experience, not just a party
Music, performances, and interactive activities keep guests engaged. It could be a DJ or a live band. Whatever the case, choose performers who match your company's values and resonate with your employees, so everyone feels invited to hit the dance floor.
Interactive games and corporate team-building activities, like an escape room, scavenger hunt, wine tasting, partner break-out spaces, competitions, and photo booths. With a well-thought-out lineup of entertainment and activities, your end-of-year celebration is bound to leave a lasting impression. Our team once swapped a standard photo booth for an “experience wall” where guests added personal wins from the year. It doubled as décor and a conversation starter.
Entertainment planning checklist:
- Send a music style survey to team
- Equipment and tech requirements confirmed
- Sound level restrictions checked
- Interactive activities planned
- Photo opportunities arranged
- Prize budget allocated
- Entertainment timeline scheduled
Transport solutions that work
Show your dedication to guest safety and the environment by providing transportation options that prioritise both. Have you ever hesitated to RSVP to an event because you had no idea how you would get there and back?
Organise convenient, hassle-free, and secure travel arrangements, especially for events serving alcohol, so everyone can share the holiday cheer responsibly and get home safely. Take it one step further by considering eco-friendly transportation solutions, such as group travel or public transportation, to reduce your carbon footprint and support sustainability efforts.
Transport checklist:
- Group transport for 20+ attendees (E.g. shuttle buses)
- Ride-share partnerships arranged
- Public transport maps provided
- Designated driver incentives
- Late-night pickup times scheduled
- Accessibility transport options
- Emergency contact numbers shared
At one recent event, the FCM Meetings & Events team organised first-aid teams, roaming guardians, and quiet spaces. The team also sorted all transport and accommodation. Including charter flights for interstate teams, group hotel bookings, and dedicated coaches for local attendees to get to and from the event.
Gifts and takeaways
If you want to leave a lasting impression, treat your guests to thoughtful and sustainable gifts. Our team can help curate the perfect gift and collaborate closely with suppliers to bring your vision to life.
Gift selection checklist:
- Budget per person allocated
- Sustainable options prioritised
- Charitable donations considered
- Local suppliers contacted
- Personalisation options explored
- Look for high-quality items they'll use daily
- Delivery timeline confirmed
- Gift presentation planned
- Extra gifts for last-minute attendees
Ready to make your end-of-year-event unforgettable?
The FCM Meetings & Events team has helped companies pull off everything from rooftop cocktail nights to large-scale global celebrations. If you’d like support with planning, venues, or strategy, let’s chat corporate event management.
Frequently Asked Questions (FAQs)
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How far in advance should I book my work event venue?
Six to eight months minimum for popular dates and venues. For your work Christmas party, that means booking it in June. If it’s Melbourne Cup week or school holidays, even earlier. We've seen clients miss out on their top three venue choices by waiting just one month too long.
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What's a realistic work event budget per person?
Expect $150-300 per head for a quality event including venue, food, drinks, and entertainment. Corporate Christmas parties in Sydney CBD average $250 per person. Regional events can be 30-40% less expensive.
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How do I handle dietary requirements without adding more food?
Ask for dietary needs with your RSVP. Most caterers can accommodate 10-15% special diets at no extra cost. Beyond that, expect $5-10 per special meal. Always order 5% extra portions. Someone will forget to mention their gluten intolerance or preference for vegetarian.
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How do I keep work event costs down without looking cheap?
Book early for better rates. Choose weekday events over Fridays. Opt for a cocktail-style over a sit-down dinner. Use your company's existing suppliers for discounts. Skip the expensive centrepieces, invest in experiences instead.
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How do I measure the success of my work end-of-year work event?
Track attendance rates, collect feedback within 48 hours while it's fresh, monitor social media mentions, and watch for post-event team engagement. The real win will be when someone asks you about next year's party.