If you have been asked to coordinate an event for your company, you may need to know how to plan an office party. The biggest hurdle is determining what kind of party you are supposed to plan, unless that has been pre-determined. Here are some possibilities if you need ideas. A wine and cheese party. A tapas party. Tapas are Spanish snacks - festive and delicious. A beer tasting party. All of these party ideas involve mingling, light food, and beverage. They can also be somewhat formal or informal, depending on the sort of affair you need to plan. However, even with “stand up food,” provide plenty of seating for everyone as well.

There are many other variables in an office party. Does everyone know each other? If it’s a big company, they may not. Would it be an idea to have the party in a restaurant? Do you need to rent a hall? Does the event require a caterer? If it’s near Halloween, do you need to coordinate a costume party? If the decision of the type of party is up to you, ask your co-workers their opinion and with a collaborative effort, everyone feels like part of the process. http://www.iloveindia.com/party-ideas/office-party/planning.html

This is why many companies plan office parties – it’s a reward for the employees’ hard work and a good opportunity for “networking”. Office parties are not typically formal affairs unless they involve clients. An office party is usually an opportunity for everyone to “let their hair down” and enjoy one another’s company. An exception would be if the “party” is really a glorified business meeting.

With technology in almost every office in America, the invitation is perfectly acceptable as an email, or you may want to coordinate using an e-vite if the group is sizable. http://www.mypunchbowl.com/express/452d22d79f1aa6a0f64b If you send an invitational email, it’s nice to be able to include a graphic of the invitation, if someone has the skill to do that. In the email, ask that the recipients “reply” to your email with their RSVP. This is a lot easier than paper invitations and the US mail. No matter what the invitation looks like, make sure to include the address and directions (if it’s offsite) and any other details the guests need to know, such as dress code and schedule. http://www.onlineorganizing.com/ExpertAdviceToolboxTips.asp?tipsheet=104 Also, are the attendees allowed to bring guests? Let them know one way or the other.

If you have the budget, you may consider having the party offsite, at a restaurant, where they have a room big enough for your gathering. This will simplify things considerably. You will need to get together with the manager or event coordinator to discuss details. Rather than letting everyone order straight off the menu, you can usually plan around a limited menu where the meals ordered are within the same price range, for your budget planning. Maybe a small selection of entrees, and then the same appetizers, salad and dessert for everyone. The restaurant may help you create this menu to be given to the guests at the party.

Will it be a hosted bar or a no-host bar? “Hosted” means the party host (your company) is paying for the drinks. “No Host” means the guests will be buying their own drinks. There are two advantages to a no-host bar. Number one, it saves the company a lot of money. Number two, people are less likely to overindulge if the cost is coming out of their own pockets. http://www.quintcareers.com/office_party_dos-donts.html

Other than setting the date, there are very few other arrangements needing to be made if you are having the party in a restaurant. Weekends are busy for restaurants, so a mid-week party might be a thought. It’s also one more way to ensure that people drink temperately so they won’t miss work the next day.

If you are planning a party in the office itself, you have several options. One is to organize a potluck party. http://www.globalgourmet.com/food/kgk/2002/1102/kgk110802.html Perhaps the company will pay for the beverages, but the attendees will each bring a food item. Be sure to stay on top of a potluck – coordinate and delegate, or you will wind up with a lot of tortilla chips and salsa. Potlucks are best served as a buffet. Ask the people who know they are arriving early to bring appetizers and those who will be arriving late to bring desserts. Don’t forget the party supplies. You’ll need plates, napkins, forks, knives] and or spoons. Also cups or glassware. Ask everyone to bring their own serving dishes and serving tools.

If the budget permits, have food delivered. http://www.chef2chef.net/news/foodservice/Editorial-Hospitality/About_Third_Party_Delivery_Services.htm If possible, have professional staff to help, so everyone can really relax and enjoy themselves. You can contact many restaurants who will work with you on the menu to be delivered, and also how much staff you will need. You will also need to figure out where the food and beverages are going to go in the office. Office kitchens are typically too small.

Potluck or catered, you will need to be concerned with several additional items such as decorating and music. Can you play CDs, or do you need to book live entertainment like a band? And if so, what kind of band? Will the partygoers be doing some country line dancing, or rocking to the oldies? A DJ is always a good way to split the difference. Some decorating ideas are banners, flowers for the food table, balloons, and centerpieces.

Even though office parties are made up of adults, there is still some need for a preplanned activity, unless it is something like a wine tasting which is a built-in activity itself. At the holidays, organize a gift exchange. For the rest of the year, prearrange some prizes (like gift certificates or a bottle of wine) and play a game.

At the in-house office party, make sure you’ve asked for enough volunteers to help with everything, set-up and clean-up included.

This is the most difficult to plan, because of all the arrangements that need to be taken into consideration. First, you need to select a venue that is the right size. http://www.yellowbook.com/yellow-pages/?what=banquet+facility&where=Yucaipa%2C+CA You need to pay attention to details like available parking, valet parking and amenities. http://www.onlineorganizing.com/ExpertAdviceToolboxTips.asp?tipsheet=104

If you rent a facility, there is usually a manager in charge who will help you with all the decisions that need to be made. Will there be timing involved? In other words, will there be special presentations or will the boss address the employees? If so, you will need to work with the manager to schedule what happens and when.

You will need to coordinate between the facility and the caterers. Decorations may need to be more comprehensive than those for an in-house office party. Office parties held in rented halls usually are sit-down affairs with food being served. So, you’ll also need to work with the caterers and find out what all they can provide for you. Sometimes it’s just the food, sometimes they can help hire the wait staff, musicians, DJ, bartenders, etc. Or, you may need to make all those arrangements yourself.

If people want to dance, there’s the live music to coordinate, unless the DJ is taking care of the music. Sometimes it’s a combination of both recorded music and live music. If you have any special requirements such as audio/video equipment or enough space for a live band and dancing, you will need to closely coordinate these things with the facility manager. Confirm everything a few days before the party.

It can be a bit awkward if everyone is comfortable with one another in the office environment, but then be in a completely different and unfamiliar atmosphere at a party.

Conducting oneself properly is important, no matter how informal the gathering. If you are in charge of the party, you may need to keep a vigilant eye on the guests, to make sure no one is going overboard with the alcohol. People in subordinate positions may corner their boss and jeopardize their job or career.

If someone is showing signs of intoxication, ask the bartender to stop serving him/her, if you have a bartender. If it’s a “help yourself” party, you may need to ask a co-worker to drive the individual home or be prepared to call a cab. http://www.quintcareers.com/office_party_dos-donts.html It’s surprising how disruptive just one person can be, and can put a damper on the entire party.

As the party coordinator, make sure everyone is having a good time and that they have everything they need to enjoy the evening.