Hosting a staff party is a great way to celebrate achievements, recognize hard work, and strengthen bonds among team members in a law office. For a law office administrator, mid-November is an ideal time to make sure all plans are on track and that no detail is overlooked. This checklist is tailored to help you organize every aspect of the event, from finalizing the guest list and coordinating catering to managing entertainment, decorations, and logistical arrangements.
By following this list, you’ll be able to keep the planning process smooth and organized, ensuring that the party is a memorable and enjoyable event for the entire team. With careful preparation, you can create a festive occasion that reflects the professionalism and camaraderie of your law office.
1. Venue and Date Confirmation
Confirm Venue Reservation: Check that the venue is secured and the deposit (if required) is paid.
Verify Date and Time: Double-check with the venue to confirm the booking date and event time.
Plan for Setup and Cleanup: Arrange for setup before and cleanup after the party with the venue or an external team.
2. Budget Review
Review and Track Budget: Ensure spending remains within the budget, and note any additional anticipated costs.
Record Expenses: Log all payments made and track remaining budget for potential adjustments.
Prepare Petty Cash: Set aside cash for any last-minute purchases or miscellaneous expenses.
3. Invitations and RSVPs
Confirm Final Guest List: Collect RSVPs from all staff to get an accurate headcount.
Send a Friendly Reminder: Send a reminder to staff who haven’t responded yet.
Note Special Requirements: Record any dietary restrictions or accessibility needs for staff and guests.
4. Catering and Refreshments
Finalize the Menu: Confirm the menu with the caterer, including any specific dietary requests.
Arrange Beverage Options: Plan for a range of beverages (alcoholic and non-alcoholic if allowed).
Confirm Delivery or Pickup: Confirm the details for delivery or pickup of food and drinks on the event day.
5. Entertainment and Activities
Confirm Entertainment Bookings: If a DJ, live music, or other entertainment is planned, confirm the booking and arrival time.
Prepare Icebreakers or Games: Plan for any activities, games, or icebreakers to keep the event engaging.
Arrange Raffle Prizes or Gifts: Organize any raffle prizes or team gifts, and ensure they’re within the budget.
6. Decorations and Setup
Order or Purchase Decorations: Ensure all decorations, including centerpieces and other décor items, are ready.
Plan Setup Logistics: Arrange for a team to help with decorating the venue before the event.
Organize Seating: Prepare seating arrangements if assigned seating is planned, or make sure enough seating is available.
7. Transportation and Parking
Confirm Parking Arrangements: Confirm parking options with the venue and share with staff if needed.
Arrange Transportation: If needed, arrange transportation options, especially if alcohol will be served.
8. Communication and Agenda
Draft a Party Agenda: Prepare a schedule that includes arrival time, activities, meal times, speeches, etc.
Share Event Details with Staff: Send the final event details, including the venue address, start time, dress code, and any other reminders.
Assign Event Roles: Designate specific responsibilities to team members for setup, check-in, or other tasks.
9. Health and Safety Considerations
Confirm Venue Safety Protocols: Verify that the venue meets health and safety standards, especially if the event is indoors.
Provide Hygiene Supplies: Plan for hand sanitizer, masks, or other hygiene supplies if needed.
10. Final Follow-Up
Confirm with All Vendors: Contact the caterer, entertainment, and venue one last time to confirm bookings and delivery times.
Create a Day-of Checklist: Make a checklist for day-of tasks to ensure the event runs smoothly.
Notify Staff of Any Last-Minute Changes: Share any final updates with staff before the event.