Planning a staff party can be a wonderful way to show appreciation, foster team spirit, and create lasting memories among your team. As a medical office manager, mid-November is the perfect time to ensure that all the essential elements are on track for a successful event during the holiday season. This checklist is designed to help you cover every detail, from venue and catering arrangements to entertainment, decorations, and health and safety protocols.
With each item organized for easy review, this list will help you stay on top of deadlines, finalize plans, and address any last-minute needs. By following these steps, you’ll ensure a well-coordinated and enjoyable gathering that reflects the hard work and dedication of your team.
1. Venue and Date Confirmation
Confirm Venue Reservation: Ensure the venue is booked and deposit (if required) is paid.
Confirm Date and Time: Double-check the date and time with the venue to avoid any conflicts.
Plan for Setup and Cleanup: Confirm arrangements for setting up before and cleaning up after the party.
2. Budget Review
Review Budget: Ensure all expenses are within the allocated budget.
Track Spending: Log any payments made and review remaining budget for additional needs or adjustments.
Prepare Petty Cash (if needed): Arrange for small cash amounts for last-minute purchases.
3. Invitations and RSVPs
Confirm Final Guest List: Check RSVPs to get an accurate headcount.
Send Reminders: Send a friendly reminder to staff to confirm attendance if they haven’t responded yet.
Guest Accommodations: Verify any special accommodations requested by staff, such as dietary restrictions or accessibility needs.
4. Catering and Refreshments
Finalize Menu: Confirm with the caterer or restaurant any special dietary requirements.
Order Beverages: Ensure beverages (alcoholic and non-alcoholic) are included, if permitted, or arrange alternatives.
Confirm Delivery/Pickup: Arrange details for food and drink delivery or pickup on the day of the event.
5. Entertainment and Activities
Confirm Entertainment: If you’ve booked a DJ, live band, or other entertainment, confirm details, including arrival time.
Plan Activities or Games: Prepare any materials for games or activities to engage staff.
Organize Raffle Prizes or Gifts: Check on any prizes or staff gifts, and ensure they are within budget.
6. Decorations and Setup
Order Decorations: Ensure all decorations (centerpieces, tablecloths, etc.) are ordered and scheduled for delivery.
Prepare Setup Plan: Make arrangements for who will decorate and set up the space.
Arrange Seating: If needed, create a seating arrangement to help facilitate mingling or team interaction.
7. Transportation and Parking
Check Parking Availability: Confirm with the venue if there’s adequate parking or provide information about nearby options.
Arrange Transportation (if needed): Arrange transportation options for staff, especially if alcohol will be served.
8. Party Agenda and Communication
Create Party Agenda: Outline the schedule (arrival, activities, meal, entertainment, speeches, etc.) to help the event run smoothly.
Send Party Details to Staff: Share final details, including dress code, venue location, and start time, with all staff.
Assign Event Roles: Designate team members to help with setup, guest check-in, and other tasks.
9. Health and Safety Precautions
Confirm Safety Protocols: Ensure venue complies with health and safety regulations, especially for indoor events.
Provide Sanitizer and Masks: Arrange for hand sanitizers, masks, or any other necessary hygiene supplies for staff.
10. Final Follow-Up
Confirm with Vendors: Contact all vendors (caterer, venue, entertainment) to confirm booking details and arrival times.
Prepare a Checklist for Day-Of: Create a day-of checklist to make sure everything goes smoothly.
Notify Staff of Any Last-Minute Changes: Update staff with any final adjustments to the schedule or arrangements.
By completing this checklist, you’ll be well-prepared to host a memorable and enjoyable staff party!