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15 Tips to Organize a Killer Coworking Christmas Party
Member Experience

15 Tips to Organize a Killer Coworking Christmas Party

Helga Moreno
Helga Moreno
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Ho-ho-ho! Christmas is around the corner which means it’s time to plan a fun get-together for your members. I know organizing events at a coworking space may seem like a ton of work. But isn’t the festive Christmas spirit well worth the effort?

Just make sure to look through the pieces of advice below. They will guide you through all potential bottlenecks and help to make your Coworking Christmas a blast.

Let’s go!

 
1. Define the Objectives of Your Coworking Christmas Party

Before you start to cut out the snowflakes, define the objective of your coworking Christmas event. This is important because, without a clear goal, the party can easily become a waste of time and money. Besides, you'll have no way to measure whether or not the event was successful.

Some possible objectives for a Christmas party might include

  • celebrating the holiday season, 
  • building relationships within your community, 
  • attracting new members, or rewarding loyal ones, 
  • fundraising for charity organizations,
  • showing members the fun side of your brand.

Whatever your objective may be, make sure it's communicated to all participants so that everyone is on the same page and knows what they're working towards.

2. Calculate the Event Budget

Organize Christmas party at a coworking space

Planning a budget for a Christmas event at a coworking space can be tricky, but with a little forethought and organization, you can do it.

  1. Decide how much you want to spend. This may seem like an obvious step, but it's important to have a firm number in mind before you start planning.
  2. Set priorities. What is most important to you? Is it the decorations? The food? The entertainment? Figure out what your top priorities are and focus your budget on those things.
  3. Estimate how many people will be attending the event.
  4. If you don’t want the party to break the bank, opt for a potluck instead of catering.
  5. Have members and guests contribute to decorations/entertainment.
  6. Shop around for the best deals on holiday cards, gifts, etc.
  7. Stick to your budget!

3. Set a Date for Your Coworking Christmas Event

You surely want as many people as possible to enjoy your fabulous Christmas party, so there are a few things to consider when setting the X-mas date.

  • First, you'll want to make sure that there are no other major events going on around the same time, like holidays or conventions because members might take leave at this time. 
  • You'll also want to check the calendar to see if any major religious holidays fall on or near your preferred date.
  • It's generally recommended that you avoid dates near the end of December, as people are often busy with preparations for Christmas and New Year's celebrations. 
  • The beginning of December is often a popular choice, as it gives people enough time to RSVP but still leaves plenty of time before Christmas. 

Whatever date you choose, be sure to give your guests plenty of advance notice!

4. List Your Coworking Christmas Guests 

The next step is working out how many people will attend your event. Is it just members or members + kids, or maybe you want to invite external customers and partners?

  1. Start by making a list of all the people that you would like to invite. This might include members, their families, customers, and partners. 
  2. If you welcome pets, don’t forget to include them in the list.
  3. Next, decide how many people you can comfortably accommodate in your event space.
  4. Once you have those two numbers, subtract the second number from the first number and that will give you the upper limit for your guest list size.
  5. Now it's time to start culling names! Cross off anyone who would be unable to comfortably fit into your space.

5. Choose Your Christmas Party Theme

Coworking Christmas party theme

A theme party is a great way to shake things up and make your party more memorable. The theme of your event doesn’t necessarily have to be related to Christmas, so you can go really wild and creative.

Rather than having the standard Elf, Grinch, or Secret Santa party why not try something different? Here are a few ideas to get you started:

  • Murder mystery party. Guests come dressed as characters from a murder mystery novel and have to solve the crime.
  • 70s disco party. Dust off your bell bottoms and poodle skirts and relive the disco era!
  • 1920s speakeasy party. Guests come dressed in flapper girls or gangster costumes and enjoy cocktails served in Prohibition-era drinks glasses.
  • Harry Potter-themed party. Everyone comes dressed as their favorite Harry Potter character and enjoys games, food, and drinks.

Use decorations, lighting, and music to support the selected theme.

6. Consider Booking Entertainers

Booking entertainers for your Christmas party is a great way to keep your guests entertained and make your party a memorable event. From comedians and magicians to carolers and Santa Claus, there's an endless variety of performers to choose from who will be sure to delight your guests.

7. Think About Dress Code Options

Dress code for coworking Christmas party

Depending on the theme and the activities you’re planning for your coworking Christmas party, you might want to suggest a specific dress code to help your members prepare and feel comfortable.

Your message about the dress code may look like this.

“White tie party, of course! Just kidding. There are really only a few guidelines to follow when dressing for our coworking Christmas party: festive and cheerful!

So think reds, greens, golds, silvers, and sparkles! Anything that will make you stand out and add some extra cheer to the holiday season. And since it's likely to be cold outside, make sure to dress warmly too. Cozy sweaters, warm boots, and layers are always a good idea this time of year.”

Once your members know the basics of the party and what they should wear, they can focus all of their energy on being excited instead of being nervous.

8. Send Invitations

At that moment you already have all the essential party details, so it’s time to send out your invitations. The best time to do it is around two weeks before the event. This will give your guests plenty of time to RSVP and make arrangements.

There are a few different ways to format your invitations. You can send them as physical cards, or you can use an online invitation service like Evite.

Include clear information about the time, date, venue, and transport, as well as the fabulous entertainment and festivities you have prepared.

Build strong online presence for your coworking space with andcards apps

The lead-up to your coworking Christmas party is also a great opportunity to build extra buzz with cheerful posts on your community feed, luring event description on the Events page in your app, posters, emails, and intranet banner ads. It’s unbelievable how much anticipation contributes to the mood of the day!

9. Plan Your Festive Menu

Menu for coworking Christmas event

What's more important than food? The answer might be nothing! That’s why hosting a coworking Christmas party is usually all about the grub. You know what will make your guests happy—great menu options and tasty treats from some of their favorite restaurants or caterers in town. Here are some ideas for planning out how to serve up something yummy this year.

  1. Choosing a restaurant format is the easiest for you. Your guests sit down and order meals off of the restaurant’s existing menu or from a special menu crafted for your event.
  2. Have some appetizers on hand so people can mingle before they eat. The selection of Christmas hors d'oeuvres changes with each event but there are often meatballs, oysters, and flatbreads.
  3. A buffet is a great way to provide food for your guests without having any servers. You can either put this together yourself or hire catering services, which will handle everything including serving the dessert.
  4. The potluck is a great way to get people involved while saving money and food. Prior the event, distribute an item sign up sheet so everyone knows what they can bring!
  5. Create your own menu and have guests choose their meal in advance of the party. This is a format commonly used at weddings, and corporate events. Typically you will provide several meals that include different courses. If you choose this format, you will need serves to keep drinks full and deliver plates to the table.

No matter which food format you’ll choose, make sure you have alternative options for people with dietary restrictions such as vegetarianism, gluten sensitivity or allergies. If possible try to book your catering service ahead of time so that all the good providers aren't taken!

10. Invent Fun Ways to Exchange Gifts

Gifts exchange during coworking Christmas event

It is not necessary to exchange gifts but I would recommend you to include a fun way of gifting in your list of Christmas entertainment for members.

One fun way to exchange Christmas gifts is to have a Secret Santa. Everyone draws a name from a hat or uses a link to a secret Santa generator shared in your app and then buys a gift for that person. It's always fun to open a gift that you didn't expect!

Another fun way to exchange Christmas gifts is to do a white elephant exchange. Everyone brings a gift and then everyone takes turns picking a gift from the pile. The person who picks the gift then has to open it and play by the rules, which are usually something like, "you can't re-gift the present or put it back in the pile." This is always a lot of fun, especially because people often bring really weird or funny gifts.

11. Set Up a Coworking Christmas Photo Booth

You surely want members to remember the party you organized for them. Setting up a photo booth is a simple yet effective way to let every participant take away a part of the holiday cheer with them.

Here’s how to set up a photo booth for your coworking Christmas event.

  1. Set up your background and props. For a festive look, choose a holiday-themed backdrop and set out Christmas-themed props like ornaments, wreaths, and stockings.
  2. Choose props that reflect the theme of your party. If you're throwing a winter wonderland party, have fun with hats, scarves, and mittens.
  3. Make sure there's enough light for photos. Whether you use natural light or set up some lamps, make sure your guests can take great photos without having to struggle with shadows.
  4. Plug in your camera and computer. Make sure your camera is plugged in and your computer is ready to start taking photos.
  5. Open the photo booth software on your computer. There are many different types of software available, so choose the one that best suits your needs.
  6. Start taking photos! Members can step inside the photo booth to snap some fun holiday photos with their friends and family.

12. Create a Rocking Playlist

Music for coworking Christmas event

The choice of music really depends on what kind of Christmas event you're hosting. If you're having a more formal event, classical music like "Jingle Bells", "Deck the Halls" and "Feliz Navidad" might be a better choice.

But if your event is more casual, maybe some festive Holiday tunes would be more appropriate. Try modern holiday songs like "All I Want for Christmas Is You" or "Happy Xmas (War Is Over)".

Or, if you want to go all out and get into the Christmas spirit, put on a winter playlist with songs like "Let It Snow", "White Christmas", and "Frosty the Snowman".

Whatever you choose, make sure it's something that everyone can enjoy!

13. Plan Fun Games for Your Christmas Party

Playing Christmas party games is a great way to get everyone in the holiday spirit! It's also a fun way to get to know each other better and to bond with your coworkers. Here are some of our favorite Christmas party games:

  1. Elf on the Shelf. One person starts as the elf, and the other players have to ask him or her questions about where the elf is hiding. The elf can only answer "yes" or "no".
  2. Charades. This is always a hit at parties. Split into two teams and have one team act out different Christmas-themed words or phrases for the other team to guess.
  3. Christmas Pictionary. Another classic game that can be made even more fun with a Christmas twist. Draw different Christmas-themed objects or scenes for your friends and family to guess.
  4. The Twelve Days of Christmas. This game is best played with a large group of people. Go around in a circle and take turns singing one verse of The Twelve Days of Christmas. On the twelfth day, whoever is left standing has to sing the entire song by themselves.
  5. Christmas Trivia. Divide players into two teams and have them compete against each other in a trivia quiz about Christmas facts and figures.
  6. Gingerbread House Decorating Contest. Give each player a gingerbread house kit and let them go to town decorating it as creatively as possible. Awards can be given for best overall design, most realistic gingerbread person, funniest decoration, etc.
  7. Scavenger Hunt. One person hides the items or objects and provides a list of clues that lead to their location.

14. Bring on the Bling

Decoration for coworking Christmas party

When it comes to Christmas decorating, more is definitely more. So crank up the holiday tunes and get busy draping your coworking space in all manner of sparkling decorations.

  • Lights are always a good place to start—you can never have too many. 
  • Garland and tinsel are also great ways to add some extra sparkle and festivity to your space. 
  • And don't forget about the tree. Make sure to deck it out with all your favorite ornaments.        

While it's great to get creative with your Christmas decorating, it's also important to incorporate some traditional elements. After all, what would the holidays be without a little bit of tradition?

A few key items that come to mind are a nativity scene, a menorah, or a kinara. By incorporating these time-honored elements into your decorating scheme, you'll help ensure that your Christmas party is one that everyone will remember for years to come.

No Christmas party would be complete without a visit from Santa himself. If you're expecting a jolly old elf this year, make sure you're prepared by clearing out a space where he can set up his workshop. Then add some finishing touches like a cozy chair and a blanket thrown over nearby furniture. This will help create the perfect spot for Santa to take pictures with all the little ones (and maybe even some of the adults.)

15. Wrap Up the Celebration on a High Note

Thank you message after coworking Christmas party

Although it may be the last thing on your mind after a busy day of Christmas celebrations, sending out thank you cards is a must-do. Not only is it polite, but it also lets your guests know that you appreciated their attendance at your party.

When sending out thank you cards, there are a few things to keep in mind.

  • Try to send them out as soon as possible—within two weeks of the party at the latest. 
  • Make sure to personalize each card with a handwritten note. 
  • Take care to match the tone of your card with the tone of your party. If your party was formal, send out formal thank you cards. If your party was more relaxed and informal, just send something cool and friendly.
  • Thank each guest individually for their contribution. Whether they brought food, drinks, or decorations, be sure to mention what they did that made your party special.
  • Express how much fun you had at the party. Let your guests know that you enjoyed their company and appreciated all of their hard work.
  • Write from the heart. The best thank you cards are personal and genuine, so let your personality shine.
  • Close by wishing them a happy holiday season and a prosperous new year.

I am sure that getting such thank you card will bring a smile to the attendees’ faces and fix the positive image of your brand in their minds.

To Take Away

The Christmas holidays are a time to come together with friends and family, but for coworking spaces, it’s also a great opportunity to throw a killer party. Whether you’re looking for ideas for your next get-together or just want to see what other spaces are doing, we’ve got you covered.

From promotion to technology, check out our Event Guide for all the tips you need to organize a successful gathering for your members. And don’t forget to subscribe to our newsletter to get more inspiration delivered right to your inbox!

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