Christmas Events: what to include in your brief

How a better brief can transform your company’s Christmas dinner.  

Christmas parties are among the most anticipated corporate events of the year. They offer a chance to strengthen the connection between employees and the company, boost team satisfaction and contribute to your eNPS eNPS (Employee Net Promoter Score). 

They are a moment to thank everyone for their work, recognise what you have achieved together and celebrate. But if you want the experience to deliver, planning needs to start well before December. 

When should you start planning a company Christmas dinner?

–September: Set the goals.

September is the time to decide what you want the event to achieve. You might want to celebrate the year’s results, strengthen your company culture, bring together teams from different departments, or share the organisation’s goals for the year ahead. 

This is when you can start preparing a brief for your events agency. It does not need to have every detail settled, but it should include an estimated guest count, the kind of experience you have in mind, your budget and possible dates. 

It is also wise to secure a date and venue as soon as you can. Popular spaces and suppliers book up quickly at this time of year.

–October: Turn your goals into an experience.

With the brief in place, the agency can turn your goals into a creative proposal. That means developing a concept, a story and an atmosphere that connects with your guests and reflects where your organization is right now. 

This is also the time to confirm the venue and date, then move forward with the food, content, music, décor, technical production and event communications. 

–November: Confirm, refine and coordinate.

In November, you can confirm the final guest count and gather information about dietary, accessibility and transport needs. The team can then finalize the event schedule, assign responsibilities and agree on setup times, accesses and guest arrivals. 

The final days are for approving designs, audiovisual content, the event script and all the small details that help everything run smoothly. 

Three questions your Christmas party brief should answer.

1. What do we want this event to achieve?  
2. Who are we designing the event for? 
3. What kind of experience do we want? 

You might want to thank your team, recognise the year’s achievements, strengthen your company culture, bring together colleagues from different offices or share an important message. 

A clear goal helps turn a Christmas dinner into an experience people will remember. 

The better you know your guests, the better the event can serve them. Will every team attend? Will there be senior leaders, sales teams or partners? Are people travelling from other cities? Are there dietary or accessibility needs to consider? 

The more the agency knows, the better equipped it is to create an inclusive experience that feels right for everyone attending.

Think about the atmosphere you would like to create. Would an elegant dinner suit your team, or would they rather enjoy a relaxed party, an awards gala or a themed experience? 

It also helps to share what matters most to your organisation, whether that is the music, food, décor, content or opportunities for guests to take part. You do not need to have every answer. The agency can bring ideas to the table and shape them into a plan that works. 

The essential ingredient: A creative concept for your Christmas event.

Creativity is central to a successful corporate event. It turns a business goal into a brand experience the whole team can enjoy. 

he creative proposal starts with the brief and gives the event its story. First comes the purpose: what do we want to achieve? Next comes the insight, a shared feeling or idea that will resonate with your guests and help them connect with the experience. 

From there, the agency builds a story that runs through every part of the event, from the invitation and venue to the music, food, speeches, awards and party. 

The finishing touch is the key visual: the main graphic that defines the event’s visual identity. It can then appear across signage, name badges, photo backdrops and other materials. 

A good brief gives your agency the understanding it needs to create the right event for your company. That is what makes the difference between a Christmas dinner and a memorable experience. 

If you are already thinking about your Christmas party, now is the time to get started. 

For a little inspiration, take a look at our Xmas Fest Mahouria Carey success story. 

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