Office end-of-year drinks: what to arrange now and what can wait
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by Verpakkingdeals.nl
6 min reading time
In September, set the date, number of guests, and budget; only order cups, decorations, and party favors in October. Includes a calculation sheet and product tips.
At the end of August, no one is thinking about the Christmas party. Yet, venue rental companies and caterers are already calling their regular clients to fill December weekends. Those who start in November choose from what's left and often pay more for less. The good news: in September, you only need to confirm three things. The rest—cups, decorations, prizes, thank-you gifts—you can order later, as long as you know what you need now.
Below is what you should arrange now, what can wait, and approximately how much of each item to purchase. The examples assume a three to four-hour party, either on-site or at the office.
Start with three numbers
Everything that follows stems from these three:
The date. Set it now, even if the details are still open. A Thursday is usually easier to book than a Friday.
The number of guests. Count employees, temporary staff, and any partners separately. That difference determines whether you need 30 or 55 cups.
The budget per person. Calculate with a fixed amount per head. For example, at €25 per person, the lion's share goes to the venue and food; set aside €3 to €5 per person for serving supplies, decorations, a game, and a small thank-you gift.
Include these three numbers in the email announcing the date. That way, you won't have to re-survey who will or won't be attending later.
September: secure what's scarce
Scarce items are the location, catering, and your colleagues' agendas. These are the only three things you need to arrange now. If using an external location, immediately ask what you are allowed to bring yourself: some venues include glassware, while others charge per glass. That answer determines whether you buy your own cups.
What can wait: decorations, sweets, cups, prizes, and gifts. These are available until well into November. But do put them on a list now, because that list will soon be your order.
Serving: how many cups and glasses should you buy?
A useful rule of thumb: estimate two to three cups or glasses per person for an evening, as people switch drinks and lose track of glasses. For coffee and tea, calculate separately, about one and a half cups per person.
You don't need to redecorate the entire office. Two spots are enough: the entrance and the table where drinks are served. That's where it makes an impact; no one notices the rest of the space.
Works well and takes little time: a few LED balloons, 5 pieces (€2.95) at the entrance, and placemats of 32 x 42 cm (€8.95) on the standing tables so that rings and crumbs don't end up on the tabletop. If someone is celebrating an anniversary or birthday in the same week, name candles (€1.00) are a cheap way to incorporate that into the evening.
A game, a prize, and something sweet
Parties that people talk about afterward almost always have one shared moment: a quiz, a game of cards, an awards ceremony with a wink. It doesn't have to be complicated.
For coffee, something people can help themselves to works better than bowls you have to refill. A gumball machine (€14.95) on the counter does that automatically, and freeze-dried apple rings (€5.99) are a less obvious snack than yet another bag of chips.
A thank-you gift that doesn't disappear into a drawer
If you give a bottle, a set of wine bottle covers (€14.95) instantly turns it into a gift. Do colleagues partly work from home? Expect to have to send some items. A bundle of recycled letterbox boxes of 180 x 115 x 28 mm (€17.95 for 100 pieces) is then cheaper than gathering individual boxes in December.
Cleanup is part of the plan
Who cleans up, and when? Agree on that before the evening, not after. Place a bottle of 500 ml hand sanitizer gel (€4.95) at the buffet; in a space where people take snacks and shake hands, this saves hassle in the following week.
The timeline at a glance
Now: set the date, estimate guest count, determine budget per person.
Within two weeks: book the venue and catering, ask what you can bring yourself.
Six weeks prior: gather final RSVPs and finalize your order list.
Four weeks prior: order cups, straws, decorations, games, and thank-you gifts — well before the December rush for delivery services.
The week itself: unpack and count everything, and remind everyone about the cleanup arrangements one last time.
In short
Now, confirm the date, number of guests, and budget, and contact your venue. Order supplies in the second half of October, when you know exactly how many people will attend. Plan for two to three cups per guest, decorate two key areas instead of the entire space, and choose one thank-you gift that people will actually use.
Everything you need for this is available under Glasses, Straws, Party Supplies, Mugs, and Office Supplies. If you have doubts about quantities for a group of fifty or more, or want to know what items on your list are in stock, email your list to info@verpakkingdeals.nl and we'll help you calculate.
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