Step 1 : Start planning as soon as you can
Start planning as soon as you can for your year end function. Venues book out very quickly and it is a “first come first serve” policy with many!
Step 2 : Budget appropriately
Find out how much you can spend, and work on a budget for the event. Remember to include your venue hire cost, food & drinks, decorations and entertainment. Also, Audio Visual cost if you need specialised lighting or a stage! Always best to over-budget slightly so you have a little spare $ for things you forgot.
Step 3 : Choose a date, or better yet, a few date options
Lock in a date with a venue as soon as possible – better yet, find a second date as a backup (especially if you have an outdoor function and you are unsure of the weather). Lock the date into diaries for staff as soon as possible (even if it is just a placeholder in the calendars). Make a note if it is for staff, staff + 1.
Step 4 : Find and book the right venue
Make a list of potential venues, contact them and arrange visits if you are unfamiliar with the spaces (or ask an event manager to help you). Venues will also largely depend on the style of your event – is it a seated dinner, cocktail style event or something more fun that involves activities?
Step 5 : Select a theme for your party
Choose a theme for your event that people will like. There’s plenty of styling companies that can also assist you with:
- “dry hire” – this is when you select what you want from a list – they can deliver/collect, or you can pick the items up if you are limited on budget.
- Full styling – companies can do a proposal for your theme based on your budget, and once signed off it is in their hands to set this up, delivery and collect.
For budgeting purposes, we recommend focusing on items in this order:
1. Centerpieces (if you have limited budget and can only do a little bit of theming)
2. Backdrop for the stage