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Planning Your Exclusive Christmas Party - What's The Process?

Wed 27 Jun 2018

We hate to break it to anyone who isn’t up for thinking about Christmas just yet, but the big day is less than 6 months away. This means if you’re planning on hosting an extravaganza of a festive party, you definitely need to start thinking about getting things organised as venues are getting booked up quickly.

A perfect option for big businesses is to host an exclusive Christmas party for your office do and that’s where we can help. We’re the experts at planning Christmas parties in London and surrounding areas, specialising in both shared and exclusive parties. Today we’re going to be giving you an insight into the planning process of an exclusive Christmas party, so you know what to expect if this is the route you go down.

1. Get in Touch with Us

The first step in the process of planning your exclusive Christmas party with us is to simply get in touch. You can drop us an email, give us a call (020 7836 1033) or fill in one of our enquiry forms and a member of the Christmas party team will get back to you to ask for some more details.

We need to know some basic information about your party plans before we get started, such as the number of guests, the dates you’re thinking and the venue you’re interested in.

2. Making Some Initial Decisions

Once we’ve got a better understanding of when and where you want your exclusive party, we can then move on to making some of the initial decisions that will allow us to then move on to personalise your event.

We have a range of venues available for hire for exclusive events, each one with their own festive theme already in place for you to work with and customise, so you’ll need to decide which one of these venues fits with your idea for the occasion and number of guests.

Once you've decided on which venue you’d like to party at, we need to decide on a date. Four out of ten of our venues are also used for shared Christmas parties: Battersea Evolution, Finsbury Square, Cutty Sark and Willows Farm. As these are already scheduled into the calendar, you’ll need to pick your date around these events and any exclusive parties already booked in.

Whilst many of our venues still have great availability throughout the festive season, the sooner you get in touch the more likely you are to get your ideal date at your ideal venue.

3. Confirming Some of the Finer Details

As mentioned above, the majority of our venues are already themed and decorated ready for Christmas parties; some even have entertainment and menus in place for the events, but there’s still room for you to make decisions about the finer details.

Although our catering team have already created sample menus for every venue, if you have a specific dish in mind you want to see on the night or have dietary requirements you need to cater for, that can all be discussed and decided well in advance of the event. Smart Hospitality manage the catering at Battersea Evolution, Finsbury Square, Willows Farm and Printworks, whilst Moving Venue work within Cutty Sark, The Gatsby Club and The Grand Temple at Freemasons’ Hall, Landing Forty Two, LSO St Luke’s and Museum of London.

We tend to have entertainment pre-organised in the majority of our venues to make your life easier but if you have a particular performer, speaker or entertainer that you want to be part of your special event, just let us know. We’ll ensure the venue can accommodate for their performance and that there is time allocated to them in the itinerary for your evening.

Décor is another element of the event we will usually handle to take the stress off your plate but if you have any specific requests for the dressing of the venue such as personalised touches to the table, let us know as early as possible so we can get this organised and ensure your venue looks spot on when the date arrives.

4. We’ll Handle Everything Until Nearer the Time

We’ll always keep in contact with you throughout the run up to your event, whether that be weeks or months. We’ll keep you informed of our progress and ask your opinion or thoughts on any decisions that need making, but we’re aware you’re busy and aim to handle as much of the planning as possible so that you don’t have to worry about it.

Whenever a decision needs to be made you’ll be the first to know but, other than that, we’ll work with the information you’ve given us to get everything sorted for the big day, keeping you updated with how things are coming along and notifying you if anything changes.

5. The Week of the Event

It’s all go when it comes to the week of the event but you needn’t get stressed because when you choose Smart Group to host your exclusive Christmas party, we do all the hard work for you. All you need to do is check in with us when it suits you and turn up on the night of the event.

December is a busy month and our venues are usually booked back to back with parties, so we may not be able to access the venue to get it ready for your event until the morning of. Fear not though; we can transform the venue to meet your specification within a matter of hours.

6. The Night of Your Party

The night of your big event has arrived and it’s time to party! All the hard work of preparing the venue is finished, the catering team are cooking up a storm in the kitchen and the event has come together perfectly, so all you need to do is show up with your guests and enjoy!

Members of our organising team will be around behind the scenes if you have a question or want an update on anything but other than that, you’ll be waited on by our professional hospitality team and the catering staff will be doing their part behind closed doors in the kitchen, leaving you and your guests to enjoy each other’s company.

7. After the Event

One of the best parts about hiring the help of a company like us to host your Christmas party is that when it comes to the tidying up, you can leave that to us. Once the night has drawn to a close and carriages have been called, you can simply make your way home and leave our team to clean up the venue.

We’ll follow up with you a few days after your event and check it was as successful in your eyes as it was in ours. After that the party process is over, but our customers always come back so we're sure we’ll be speaking with you again very soon!

It couldn’t be easier to plan an exclusive Christmas party with Smart Group, so if you want to throw an unforgettable festive celebration in London or one of the surrounding areas, get in touch today and let’s get started with planning your night to remember! Email or call 020 7836 1033 to speak to the team.

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