Kansas City Office Holiday Party Planning Checklist

Planning your first office holiday party can be both exciting and overwhelming. With so many details to consider, it’s easy to get lost in the process. This guide is designed to help first-time holiday party planners navigate the steps to create an unforgettable company event in Kansas City. From setting your budget to choosing the perfect venue like UNION, we’ve got you covered.

Define Your Budget

Estimate Total Cost: Start by estimating the total cost of your holiday party. Key expenses to consider include:

• Venue Rental: Costs can vary widely depending on the location and the time of year, especially during the holiday season.
• Catering: Kansas City offers a range of culinary options, from classic BBQ to upscale dining experiences.
• Entertainment: Whether you’re hiring a live band, DJ, or opting for a unique entertainment option, budget for this in advance.
• Decorations & Miscellaneous: Don’t forget to account for festive decorations, party favors, and other small touches that add to the event’s ambiance.

Break Down Expenses: Once you’ve estimated the total cost, break down the expenses into categories. This will help you allocate funds appropriately:

• Venue: Allocate a significant portion of your budget to secure a prime location like UNION, known for its unique speakeasy-style space.
• Catering: Decide whether you’ll go with a full-service caterer or more casual food options.
• Entertainment & Extras: Factor in the costs for live music, DJs, or other activities that will keep guests engaged throughout the night.

Consider Contingencies: Always set aside a small percentage of your budget for unexpected costs. This could cover anything from last-minute decor additions to unforeseen logistical needs.

Choose a Unique Venue

Select the Perfect Venue: Choosing the right venue is crucial for setting the tone of your event. In Kansas City, UNION stands out with its versatile space that can be customized to fit any holiday party theme. The venue’s speakeasy area adds a unique and intimate vibe, perfect for creating a memorable experience.

Check Availability: Given the popularity of holiday events, book your venue well in advance to secure your desired date and time. UNION’s central location makes it a sought-after spot, so early booking is essential.

Venue Services: Determine what services the venue offers, such as setup, cleanup, and AV equipment. UNION offers a range of amenities that can simplify your planning process, but it’s important to clarify what is included and what might require additional coordination.

Plan the Menu

Catering Options: Does your venue have an in-house catering option? Determine whether you plan to utilize this service or hire an external caterer. Kansas City is famous for its BBQ, but the city also offers a variety of catering options, from Southern comfort food to fine dining.

Dietary Requirements: Ensure your menu includes options that accommodate dietary restrictions and preferences, such as vegetarian, vegan, gluten-free, and allergy-friendly dishes.

Beverage Selection: Plan for a well-rounded beverage selection, including both alcoholic and non-alcoholic options. Consider incorporating local craft beers or specialty drinks that reflect Kansas City’s vibrant culinary scene.

Choose a Party Theme

Classic Themes: Consider classic holiday themes like Winter Wonderland, Masquerade Ball, or Retro Holiday Party. These themes are timeliness and can be easily adapted to fit the ambiance of UNION’s speakeasy or open event space.

Kansas City-Specific Themes: Think outside the box and choose a theme that reflects your company culture or Kansas City’s local flavor. For example, a Jazz Age theme could be a nod to the city’s rich musical history, complete with live jazz performances and vintage decor.

Decorations and Attire: Match your decorations and dress code to the chosen theme. UNION’s sleek, modern design can be easily transformed with the right decor to suit any theme.

Entertainment and Activities

Music and DJs: Kansas City’s vibrant music scene offers a wealth of options for live entertainment. Hiring a local band or DJ can add a personal touch to your event and keep the energy high throughout the night.

Games and Activities: Incorporate activities like a photo booth, holiday-themed trivia, or a gift exchange to keep guests engaged and entertained.

Guest Engagement: Plan for speeches, awards, or company highlights to make the event more personal and meaningful for your team.

Invitations and RSVPs

Send Invitations: Design and send out invitations well in advance, utilizing digital platforms like Evite or Paperless Post for ease and convenience. Ensure your invitations align with the overall theme and feel of your event.

RSVP Management: Keep track of RSVPs to accurately estimate attendance, which will help with finalizing catering, seating, and other details.

Reminders: As the event date approaches, send reminders to ensure maximum attendance and build excitement.

Kansas City-Specific Recommendations

Local Vendors: Kansas City is home to a variety of talented local vendors who can add a unique touch to your event. Whether it’s a local florist known for creating stunning holiday arrangements or a photographer with a creative eye, incorporating local talent can elevate your party.

Local Entertainment: Consider hiring a popular local band or DJ. Kansas City’s rich musical heritage offers plenty of options, from jazz and blues to contemporary hits, ensuring your event has the perfect soundtrack.

Logistics and Transportation

Parking and Accessibility: Ensure there is adequate parking for your guests, or consider arranging transportation services like shuttles or ride-shares, especially if your event will extend into the evening.

Setup and Cleanup: Plan for setup and cleanup times and responsibilities. UNION offers flexible options, but it’s important to confirm what is included in your rental agreement and what might require additional coordination.

Permits and Regulations: Check if any permits are required for your event, especially if it includes live entertainment or alcohol service, and ensure compliance with local regulations.

Timeline for Planning

• Six Months Out: Establish your budget, pick a date, and secure your venue.
• Three Months Out: Settle on a theme, book your catering and entertainment, and send out invitations.
• One Month Out: Double-check all reservations, finalize your guest list, and outline the event schedule.
• One Week Out: Send reminders, confirm RSVPs, and ensure all details are in place.
• Day Of: Arrive early to manage setup, greet your guests, and enjoy the event.

Let’s Make Your Kansas City Holiday Party Unforgettable

Ready to plan an unforgettable holiday party at UNION? Contact us today to reserve your date and start organizing an event that your team will remember for years to come.