Organising Your Team Christmas Dinner?

The past week has been somewhat super-busy! There has been a little bit of stress trying to get boxes of branded goodies shipped to Asia in time for a trade fair. I have been lugging heavy boxes around and staying late to greet clients. Not only that, I have been charged with organising our team Christmas lunch. And it is such a big team too! No wonder my body finally folded on me over the weekend and I am now suffering from a nasty cold.

A winter warmer to chase the sniffles away

At church, I am also organising a team dinner for myself and my Sunday School colleagues. Surprisingly, this is probably the more difficult one to set up. I won't go into the reasons why, just in case any of them are reading this!

I would like to share with you what I have learnt through the organisation process of Christmas dinner. These tips can be applied to your work lunch (or dinner), your church dinner, or simply a nice meal for your group of friends.

1. Always find out from your boss or finance team how much budget you have at your disposal. This is always important as it helps to narrow down your options. Also you don't want to find the perfect restaurant or catering company, only for it to be turned down by your boss. If organising this for your group of friends, how much is everybody willing to put in?

2. For most work teams, the date will have been already written into the annual calendar. But if this is a team lunch for friends, you will need to find the date that best suits the majority of your group. You won't please everybody but you might want to think of the people who bring life and energy to your gatherings , or the person who best gels the team together. Will your date suit that person? It's probably a ruthless way to look at things, but you do want to enjoy a pleasant and fun gathering, so looking at who will be able to make it is equally as important.

A thank you gift from my manager, for all the hard work

3. Research your options. For me this was the difficult part as you need to find options that will cater to everybody's needs. A good way to do things is to pick three of your favorite restaurants and present them to your boss, or to your team and get them to cast their votes. The factors to consider when researching your options are, does it meet your team's budget? For those in your team with special dietary requirements, do their menu include vegetarian and pescatarian options? What other dietary options do you need to consider? Are your options in locations that everybody can get to? If not, you may want to think of organising overnight stays. If you are stuck on where to look try googling "open table".

4. Before you commit to any one restaurant or caterer, make sure you clear with them how they would like to be paid. Is it by purchase order? Or by credit card? Do they require a deposit? Make sure you find out all of these and also ensure that the preferred method of payment is OK for your finance department. This part is VERY important.

5. And there you go. Make your booking! Inform your team of all the details. Make sure they know the closest train/tube stations to the location, and other public transport that serves the area. You might even want to agree on a meeting point first before making you way over to the restaurant together. If you are dealing with a group where lateness is rife, you may want to be a little dishonest with your meeting time. (ssshhh!)

Stems cut, nicely arranged in a vase

6. Enjoy your lunch or dinner! As an afterthought what entertainment other than the food have you organised for your team? You may want to do a secret santa. Or book an evening of karaoke or a round of drinks for after dinner. Take a look at points 3 to 5 again to help you through the process.

Wherever you decide to eat, remember that organisation and communication with your team is the key. Have a wonderful Christmas dinner, you and your team!

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