The holiday season is quickly approaching, and that means it’s time to start planning the company holiday party! Holiday parties are a great way to celebrate the year, recognize employees, and socialize outside the office. However, there can be a lot of planning involved. There is a lot to consider, from the budget to the date to choosing a venue. Wintrust Sports Complex has experience working with corporate parties, and here is our guide to planning a company holiday party. 

Research 

The first step in planning a company holiday party is to conduct some research. Figuring out what your team wants out of a holiday party increases the success of the party. Simply polling the team on their preferences, such as location type, time of day, or any type of gift exchange, starts your party planning off strong. With a smaller team, asking even more specific questions about the party is easier. Either way, asking your team if they would prefer an outing at a restaurant or some type of activity gives you a good baseline. 

Holiday Party Budget 

It’s important to determine the company holiday party budget early on. Will the company cover all the costs? Will individuals be asked to contribute? Every organization handles budgeting for events and celebrations differently, so be sure to check how your company works and how much money you can spend. 

If employees are asked to contribute, be sure to communicate the amount and ask what the maximum people are willing to contribute is. Sometimes, a holiday party is a sort of gift from the CEO or other higher-up. They may cover specific aspects of the party, such as the food. 

It’s also important to confirm whether alcoholic drinks will be on the company credit card or on a “buy-your-own” basis. 

Once you have an amount to work with and know where it is coming from, break down the budget into categories (e.g., venue, catering, entertainment, decorations, gifts) to ensure everything is covered. A specific amount for each category makes searching for corporate holiday party venues in Chicago easier. 

Scheduling 

The earlier you can get a date and time, the better. Finding a day and time when the whole team is available can be challenging between end-of-year deadlines, holiday vacations, travels, and children being out of school. Remember, holiday parties do not have to be in December. Maybe it’s easier for your team to celebrate in January. 

Your initial research should tell you if your team would rather have a celebration during work hours, such as an extended lunch or after hours. Check the company calendars for important meetings, approved vacation time, etc. Try narrowing the time and date down to a couple of options and allowing employees to select which options work best. Have a backup date and time in case the chosen corporate holiday party venues in Chicago are unavailable for the first choice. 

Remember that trying to get everyone available in the same place at the same time is always a challenge, especially with a larger team. For a larger team, scheduling the holiday party during regular work hours may be best. If finding a time that works for EVERYONE is impossible, choose a time that the majority can attend, and be sure to include those other employees in different ways. 

Holiday Party Location 

Corporate celebrations are not limited to the conference room! Holiday parties can be offsite – anywhere from classy restaurants to bowling alleys to special event spaces. Onsite may be easier logistically, but finding a local venue to host a holiday party lowers the temptation to still answer phones and emails. 

Restaurants are one of the most popular offsite holiday party venues. However, an activity-based venue can be great for team bonding. Or you can do both! Wintrust Sports Complex combines a restaurant venue with activities such as our redemption arcade, laser tag, or open gym space. 

Consider the size of your team, the scale of the event you’re looking to host, and the budget. 

Popular restaurants and venues book up quickly around the holidays, so once you know where you want to host your party, secure your location. This is especially critical for a larger team or event. Restaurants can more easily accommodate a group of ten than a party of fifty. 

Decorations

Decor and a theme can make any company holiday party feel more like a party and less like forced fun, especially if your party is onsite. Consider a specific theme or just general holiday decorations. Be inclusive in the decor and do not leave anyone out due to their holiday celebrations. General themes such as “Winter Wonderland,” “Ugly Sweater Party,” and “New Year” are popular. 

Invite the Team 

As soon as you have the day and time, send a save-the-date email, even if it’s just a casual email requesting folks block off their calendars. Once you have the venue, time, and theme, you can send more official invitations. Having an actual invite helps differentiate the holiday party from any other meeting invitations that employees receive in their emails or calendars. If your event involves catering, be sure to include an RSVP by date so final numbers can be shared with vendors. 

Food and Drinks

Food is one of the best parts of any party. Food options and logistics will depend on your party’s size and location. Onsite pirates can order delivery, cater, or have a potluck. Small groups at a restaurant can order their own individual meals or a collection of appetizers. For larger groups, catering is probably easier. 

The Station Grille at Wintrust Sports Complex offers a regular menu and a catering menu for larger gatherings and events at our facility. 

Make sure the menu accounts for dietary needs such as allergies and vegetarian or vegan options. You can ask folks to include any dietary restrictions on their RSVPs. 

Before committing to serving alcohol, confirm with any company policies about consuming alcohol. Consider having alcohol be “buy your own,” offering drink tickets, or limiting an open bar to control costs. Ensure there are plenty of non-alcoholic options as well.

Holiday Party Entertainment 

Some holiday parties are just a time to eat, drink, and socialize without having to talk about work. Some party entertainment can make it feel less like watercooler talk and more like a celebration. 

Even having a premade “Holiday Party Favorites” Spotify playlist in the background can help you see the event’s tone and energy. Games, raffles, and gift exchanges such as Secret Santa or White Elephant can add to the party. Venues that include activities such as the arcade and laser tag at Wintrust mean less planning on your part.  

Recognition 

Holiday parties are the perfect time to recognize individual employees’ hard work throughout the year and company-wide achievements.  Plan for any speeches, toasts, and presentations.

Consider combining the party with an annual awards and recognition celebration. 

Corporate Holiday Parties at Wintrust 

Wintrust Sports Complex is a perfect holiday party venue in Chicago. Our facility has plenty of options to customize your company holiday party to your needs for nearly any size team. 

The Station Grille Restaurant is a full-service bar and restaurant that can accommodate events for up to 150 guests. 

Wintrust’s redemption arcade is a unique space in which to host a corporate party. Arcade parties are great for corporate events. They combine the nostalgia of the arcade with some friendly competition and stress relief. Plus, our laser tag arena is great for team bonding.  

Our hardwood gym can also transform into the perfect space for larger events. If your team just wants to get offsite, adding decor to our meeting rooms can make them a prime holiday party location.