Planning a company party: organisation & ideas for the company event

You have been charged with planning the next company party and your head is spinning? So many requirements need to be coordinated, a budget needs to be considered, and everyone should be able to take part and remember the event as well as possible. Maybe you are planning a corporate event for the first time or you don't want to repeat the mistakes of the last Christmas party. In recent years, we've also seen a trend towards more virtual and hybrid events. These new event formats require new approaches and a rethinking of traditional event organisation.

There is a lot to consider when planning an event, from the optimal choice of dates to an entertaining programme and individual catering requirements. The effort and requirements depend not least on the size of the company. For larger company events, you should therefore put together a team and look for support among your colleagues.

Of course, even with the best planning, things can go wrong: Locations are fully booked or cancelled, the weather is bad, too many colleagues are ill or the event clashes with holiday planning. Mistakes and problems can never be completely ruled out, but with our tips you can plan your company party in a structured and stress-free way.

Satisfied employees who enjoy coming to work are more effective and contribute more to the success of a company. This fact is generally known and is reflected in numerous teambuilding offers. Effective teamwork can also determine productivity and success. However, smooth, efficient communication and functioning teamwork are not a matter of course. Not all colleagues get along well, not all bosses are accepted or can assert themselves and lead a team.

Company parties make it possible to get to know the teamies in a different environment, they strengthen the sense of community and the employees' identification with the company. Through the relaxed atmosphere, hierarchies fade into the background, interdepartmental communication develops between employees who may not normally have anything to do with each other. Particularly helpful are events that not only include eating and celebrating together, but also place a special focus on the team-building aspect. Shared successes and a harmless competitive nature can improve cooperation. By simulating a conflict situation, employees can also practise solving problems. For team leaders, bosses, on the other hand, such a scenario is particularly interesting because it shows them which employees have leadership qualities.

Team events can also be beneficial for the company's image. If photos of the Christmas party, the summer party or the jointly passed challenge on the company outing are shared on the social media channels and on the website, this shows future employees that there is a good team spirit in the company. The company can present itself as an attractive employer.

By the way: It is not only the relationships among employees that can be improved by a company event. Customer trust or cooperation with business partners can also be strengthened through joint activities outside the normal working environment. Company parties show appreciation for the invited guests and provide for an exchange in a relaxed atmosphere.

The most important reasons for company celebrations at a glance:

Before it comes to the concrete planning of the company party: What kind of event should it be? Are you planning a classic team celebration in a restaurant or at the bowling alley or are you looking for an unusual idea? The days when all team events consisted only of food and drink are long gone. Nowadays, more and more companies are focusing on individuality. The company party should be remembered by all participants for a long time, and it should suit the team and the company.

When brainstorming, you should answer the following questions:

Below you will find a selection of corporate party ideas for the most important occasions, for different team sizes and seasons.

The Christmas party is the classic corporate event. Even companies that otherwise place little emphasis on team building generally organise a Christmas party once a year. In the cold season, the company event will probably take place completely or at least to a large extent indoors. However, with proper preparation and forewarning of the employees, an outdoor event can also be very atmospheric.

What would fit the Christmas theme better than a Christmas market? You have two options:

As an alternative to the Christmas market, the cold season lends itself to a variety of other events and mottoes for the festive company party. Depending on the decision, certain locations or entertainment programmes need to be booked well in advance:

Virtual or hybrid Christmas parties

And if you are looking for ideas for the virtual Christmas party, we also have many ideas for you, for example a virtual cocktail course, a wine tasting or cooking or baking together thanks to cooking boxes.

The thermometer is soaring, the sun is shining and no one wants to spend more time indoors than necessary. If you want to organise the company summer party, one thing above all applies: it should take place outdoors. The details for the summer team party depend above all on the number of guests and the budget, as well as whether families are invited and whether all employees want to and are able to participate in sports.

The following ideas are great for a company event in the summer:

If the summer party is to be held under a certain motto, there are basically no limits to the imagination. For example, the Caribbean, the Wild West and the Middle Ages are good summer themes. In the World Cup or European Championship summers, the football theme is a good choice.

What to do if the weather is bad?

Depending on where the corporate event is planned, it is likely to be sunny and warm on the day. However, the weather cannot be predicted and you should always have an alternative plan in the drawer. Is there an alternative if it rains or there is a thunderstorm? It is better that the event takes place on a smaller scale in a restaurant or club than that it has to be cancelled altogether.

A company outing, independent of fixed occasions or holidays, is a good opportunity to escape the daily routine of the company together with the team and to experience something new. The first decision to be made is: should the outing be combined with a sporting activity or is it about discovering a special place?

Especially for companies whose employees spend most of the day at their desks, company events with physical activities are often a welcome change. Of course, different fitness levels should be taken into account. For sporty teams, for example, a climbing park is a good idea, or a dragon boat race. It can also be very appealing to learn a new skill together, for example archery or sailing. A bike ride together is also a good way to get involved in sports and talk to each other.

If sport is not a desired or possible option, for example if older colleagues or employees with physical limitations or disabilities are taken into account, a cooking class or cocktail course could be a good alternative. The popular raft-building team-building event allows everyone to participate with their different skills (but make sure that everyone is able to ride on the raft). A city rally, in general or with a specific theme, offers variety and allows you to explore your own city with new eyes.

Alternatively, visit a meaningful place that is related to the company or industry. Perhaps there is a special museum or historical place in your city. But of course a trip to a nice beer garden or a boat trip is also possible.

If it's not just about a relaxed get-together and strengthening the team, other points need to be taken into account when planning the company party.

The occasions for company parties are so varied that there is an almost infinite number of possibilities. Many ideas can be derived from the Christmas party and summer party examples. If you want something more festive and impressive, fireworks can be a good way to end an event, for example for a big company anniversary. Guest speakers who have followed the company's development could be invited, or former managing directors who have already retired could be invited as guests of honour.

First and foremost, it is important that the programme has a connection to the company and is appropriate for the occasion. For official events, for example, sporting activities are less suitable; a programme with a fixed schedule ensures that guests know in advance what to expect. Special highlights also motivate external guests such as customers, media representatives or business partners to take part in the event.

There are many good reasons to hold a company party purely virtually. During the coronavirus pandemic, there was no other option in times of high infection rates and lockdowns. Even though these restrictions are behind us, virtual events remain an important alternative to in-person celebrations. Global companies have many employees and freelancers or service providers in different locations, making it difficult or impossible to bring everyone together. Some companies operate completely remotely. A virtual company event is a good alternative to include all employees regardless of location.

It may sound very uncharming to meet up in front of a screen, but if the pandemic has taught us one thing, it's that meeting up away from the virtual world is important and nothing can replace it, but there are very good concepts for creating a sense of community virtually and celebrating together.

We are happy to share some examples of virtual event concepts with you based on our experience:

Is part of the workforce on site, but part spread over other cities or even countries? Then a hybrid event concept is a good compromise that does not exclude anyone. The idea behind this is that the event is streamed and can therefore be followed by all remote employees. The only requirement is that there is a fast internet connection and professional equipment so that the stream is actually an (almost) equivalent substitute. For example, the stage programme, the speech and the musical accompaniment can be transmitted. As catering, something is chosen that can also be sent home in a slightly modified form, for example a selection of finger food, a cheeseboard or a grazing board.

Larger company events in particular require a lot of preparation. Between finding a date and organising the entertainment programme, it's easy to get stressed and lose track of things. To prevent this from happening to you, we have summarised all the important steps with examples and ideas.

The first step in planning your company event is always finding a date. You should ask yourself the following questions to determine a suitable date:

Once you have set a possible date for the company party, it is best to think about an alternative date in case the first date cannot be kept.

The next step is rough budget planning. How much do you have at your disposal? Have you been given a fixed budget or are you more free to make suggestions? Remember to factor in all the costs associated with the event.

This includes, depending on the occasion:

Most of the costs for the company party are determined by the venue, so booking in good time will clarify how much budget is required. You can keep an overview if you draw up a cost plan that includes all possible costs. This is also important if the event is to be tax-deductible.

Be sure to allow room for unforeseen costs and remember that there are both fixed and variable costs. The cost of catering, for example, depends on the number of guests, whereas room hire is generally a fixed amount. Sometimes advance payments are due, for example when booking a location, so it is best to plan for this from the outset and ensure that the budget is available in good time.

The first rough budget planning is done, but the actual costs also depend on the number of guests. To get an overview of the required size of the location and the budget per person, you should clarify as early as possible who can and would like to come to the event.

Who should and who must be invited?

It goes without saying that every permanent employee should be invited to every company event. Another question is how far the circle of invitees should be extended? Mini-jobbers and temporary staff, interns, working students and freelancers are not full-time employees or only linked to the company via contracts, but it is advisable to really invite the entire team, regardless of contract and working hours per week, to create a sense of togetherness.

Ultimately, everyone contributes to the success of the company, improving cooperation across all levels and strengthening identification with the company for all employees pays off. In order to deduct the company party from tax, it is also important that all employees are invited. If in doubt, ask a tax consultant.

The next question that arises: Should the family be invited? The answer to this question can have a significant impact on the budget if numerous employees "+1" come to the company party, or even if the children are there. Children must be taken into account when planning the programme. It is not unusual to restrict parties to employees only, but it can be a nice gesture and improve the relationship of trust if families are also included.

A similar consideration applies to customers and business partners: for company anniversaries or product presentations, for example, it goes without saying that the invitation list should include more than just internal guests; for summer parties or Christmas parties, this is less common, but not unusual.

When should the invitations be sent out?

In order to book a location in good time and put together the programme, you should know who will be coming to the event well in advance. Especially in a hectic time like December, employees need to keep the date free. Even if the programme is not yet known: send out a "Save the Date" with the date of the company party in advance. The location and programme will then be announced in the actual invitation.

The "Save the Date" should be sent out at least 2 to 3 months before the company event. Remember to include in the pre-invitation when you need a confirmation or cancellation. For large events in particular, this information should be recorded in writing to ensure that all guests have been invited and to keep an overview of who will be attending: who has accepted, who is coming with their partner or family, any allergies or special diets that need to be taken into account, etc.

How should the invitation to the company event be sent out?

In modern companies with a young workforce, an informal invitation by email is not unusual. However, if customers or business partners are invited or if it is a special festive occasion such as a company anniversary, the postal service is the better alternative.

What should be included in the invitation?

This information is particularly important in the save-the-date:

The actual invitation contains this information in particular:

As the location forms the framework for your corporate event and will require a large part of the budget, it should be chosen carefully. You should pay particular attention to these points when making your choice:

Be sure to consider the season: Does the location for the summer party offer the opportunity to spend most of the time outdoors? Is the ambience appropriate for the Christmas party?

A few basic questions narrow down the type of location in advance: Should the company party consist only of food and get-togethers, or should there be a cultural programme? If the employees are invited with their families: Are there children at the party who would like to be entertained? If the location offers childcare facilities, this will save you having to organise a separate programme for the children.

For large events, you should definitely visit the location in advance to get an impression. Popular venues for corporate events include restaurants, (conference) hotels, theatres, ships, clubs and conference rooms. Hotels, restaurants and conference rooms usually already have the right infrastructure. Hotels also offer overnight accommodation if required. This is a big plus point, especially for larger events. However, when it comes to sporting activities and unusual locations, restaurants or hotels are not the best choice.

Below you will find examples of suitable locations for the most important occasions.

Christmas party locations

Christmas is primarily associated with one thing: cosiness. In late November or December, temperatures can drop and Christmas parties usually take place indoors. You can't go wrong with an elegant, festively decorated restaurant or hotel, but event locations are also a good choice. Bowling is traditionally one of the most popular Christmas party activities, but is increasingly being replaced by trends such as curling or escape games. If you're looking for something a little quieter, there may be a dinner show (such as a murder mystery), theatre or cabaret nearby that you can visit together for your Christmas party. A boat trip is a special highlight, or you can look around for locations that capture the magic of a mountain hut and bring the cosiness of a mountain hut into the city. But it doesn't always have to be an external location. Does your company have more space available, such as a large courtyard? A small mobile Christmas market of your own is perfect for the festive occasion and will be remembered for a long time. Of course, mulled wine and stalls with Christmas treats are a must. You could organise your own game show in the offices, or perhaps a Christmas raffle with the proceeds going to a good cause.

Summer party locations

In summer, people like to spend time outdoors. Does the company have a large courtyard or company grounds where tables, chairs and perhaps even a stage can be set up? For smaller teams, perhaps the boss or one of the employees can make their own garden available. A park is also suitable for a family company party. However, all these options lack the necessary equipment and staff must be booked in addition (tents, tables, chairs, catering, possibly sanitary facilities). The advantage of such venues is that they also offer entertainment for young guests. There may already be a playground for children in the park, a bouncy castle can perhaps be set up in your own courtyard or a clown or magician can be hired.

Are you looking for a location that is not only outdoors, but also on the water? Watching boats while enjoying good food and drinks, the atmosphere of a lake or river or even a company event with a view of the sea create a relaxed atmosphere and a holiday feeling. Sometimes you can hire a boatyard for events, alternatively you can look for restaurant boats or restaurants with a large terrace on the water. Or the summer party can take place right on the water in the form of a boat tour.

Ask yourself the question: should the company celebration take place in the countryside or does an urban atmosphere suit the event and the company better? A restaurant or loft with a roof terrace and a view of the skyline or a beer garden create a relaxed atmosphere. If you want something more traditional, look around for historical settings, such as a castle or palace.

Locations for other occasions

There are many other occasions for corporate events with countless possible locations. For official events such as an investor meeting or a company presentation, a conference room or an elegant restaurant is suitable. Smaller company celebrations in a relaxed atmosphere could take place in a party room or club. Depending on the age and musical tastes of the team, major cities such as Berlin, Hamburg or Frankfurt in particular offer a variety of trendy locations.

Want something a little more unusual? Find out whether the monuments nearby have an adjoining restaurant that you can hire. In a television tower with a view over the city or in a botanical garden surrounded by greenery, everyday office life becomes a distant memory. More modern locations include former swimming pools or industrial buildings that have been converted into clubs or event halls.

However, always bear in mind when making your choice: if you only hire an empty room for your corporate event, there are additional costs and expenses for hiring furniture and technical equipment as well as catering and staff costs for music, waiters, bartenders, etc.

If your booked location does not include catering and a programme, the next step is to ensure that your guests have an unforgettable evening. Research various service providers and get quotes, or use comparison platforms or event planners who will do this work for you. At heycater! you send us an enquiry and let us know how many guests you need catering for, what type of event catering you have in mind and what eating habits need to be taken into account. You will then receive a non-binding quote from us. We will also be happy to support you with the entire event planning for your company celebration.

Book catering for the company party

Basically, you have the choice between three different options:

A buffet is a good choice for many types of events. The choice of different dishes and presentation options is huge and offers something to suit every taste and every occasion. Whether it's classic sandwiches, elegant petit fours or flying finger food, a cold or hot buffet, antipasti, East Asian-inspired dishes or traditional German cuisine - think about what suits the occasion and theme best.

At heycater! you will find a large selection of caterers that have been checked and accepted by us according to strict quality criteria. For example, you can book event catering for Berlin, Hamburg or Munich through us.

Put together an event programme

If you have booked an event location, you probably don't have to worry about the programme, as the location will organise everything for you and the schedule is predetermined. If, on the other hand, you have only organised a room and the catering or the event is even taking place in your own company premises, the question arises as to how the guests should spend their time during the evening. Good food and interesting conversations can certainly be enough fun, but perhaps you would like to offer the guests some variety at the company party.

Should there be an entertainment programme? A live band or a DJ could be booked to accompany the music. Ask yourself the question: Should the music only be background music or should it invite you to dance? Good bands and DJs are in demand, so book them in good time. In addition to the music, other artists can be booked, such as performers, magicians or fire breathers. If the audience is to be involved, games or a quiz can be organised. (Will an employee moderate these activities or should someone external be invited?)

For official company events, there will certainly be a speech at the opening, possibly presentations by employees or external speakers. If you would like to invite experts, you should contact them in good time and obtain their agreement. If there is a fixed supporting programme for the event, you should definitely draw up an agenda to attach to the final invitation so that every guest is informed about what is planned.

For virtual and hybrid events, the choice may be somewhat limited, but here too there are various options. Some ideas:

If you also want to use the corporate event as an effective promotional event that will be remembered for a long time and will be clearly associated with the company by employees, customers and business partners, perhaps even the press, we recommend that you personalise the celebration.

Some ideas for personalisation:

Once the location and, if applicable, the programme and catering for the company celebration have been booked, you should take care of the details that are important for a successful event. The most important thing: travelling to and from the event. Is the location easily accessible for everyone? Are employees and guests travelling individually to the company event or should they travel together? If you have invited external guests or speakers, you need to organise the journey for them, for example with an employee as a chauffeur or a taxi.

Do you need accommodation for guests or speakers? If the event is taking place in a hotel, you will certainly have already taken the required rooms into account when booking. Alternatively, look around for accommodation options near the event location.

If you are organising a formal company event, perhaps even a paid conference or meeting, you will need material such as banners and possible signage, perhaps also advertising material. Is there a seating plan for which place cards need to be printed? If the event is to be advertised, an event website is also a good idea. Also remember to coordinate the promotion of the event with the marketing and PR department (ideally at an early stage, of course).

Is the necessary technology available for the company party or does something need to be provided, purchased or hired? You may need to organise the transport of the equipment to the venue. Also think about security requirements, especially for large events, and it is best to discuss this with the venue.

Are the decorations ready at the event location or do flowers or table decorations need to be organised additionally? Especially for official events, professional photos and perhaps even videos should be taken. If there is no employee in the company with the appropriate expertise, an external photographer must be booked.

Should employees and other guests receive small gifts? For example, promotional gifts with the company logo, a cinema or shopping voucher or something similar. If families are also invited, the children will be happy to receive sweets or other small surprises.

The company party has taken place, the many impressions are still fresh in your mind and the team is exchanging experiences. If external guests attended the event, you should thank them for their participation. In most cases, all you need to do is send them an email, perhaps attaching a souvenir photo or two. The employees will also be delighted to receive a selection of the best photos from the afternoon or evening together.

Now is also the time to ask your guests for feedback on the event. To do this, you can create a simple online survey or form, which you can then analyse and use the results to plan the next event. How did the guests like the location, did the catering meet all their needs, was the programme well received, what went well and what could be improved?

All costs can only be itemised after the company event. This is particularly important if the event is to be tax-deductible. This is possible under certain conditions, but all employees must be invited. There are also certain limits on costs per person (or per employee + family). If all requirements are met, practically all expenses are tax-deductible, from renting the location to catering, gifts for employees or possible personnel costs. However, only the people actually present are counted, not those invited. The best way to find out about this is to consult your tax advisor or discuss with your accountant what information is required for correct accounting.

Heycater not only offers you a large selection of the best caterers in your city. We also support you with the entire planning for your company event. Whether you are planning the annual Christmas party or a big company anniversary for employees and customers - our event experts are at your side from the right location to an entertaining individual programme to staff and catering.

With our many years of experience, we have concept ideas ready for you that fit the occasion, the season and your company perfectly. Your guests will remember this business event for a long time to come. Would you like to see examples of events that we have already organised for our clients? Take a look at the gallery and get an impression of the different themes and occasions, such as a Christmas market or a vintage circus party. We will also find the right solution for your event.

Get in touch with us now and planning your next company party will be a breeze!