From summer balls to company Christmas parties, we’ve hosted hundreds of celebrations at the HAC. We know just how much work goes into planning the perfect event, and there’s no getting around it: organising a party is stressful, requiring rigorous scheduling and plenty of behind-the-scenes effort. With this in mind, we’ve come up with 8 hacks you might want to add to your repertoire, to help boost productivity, manage your time, and, ultimately, make planning your next party that little bit easier.
Early Planning and Goal Setting
Plan in advance, when thinking about large corporate events we recommend starting to plan around 3 - 4 months in advance. Begin by defining your event goals and setting a clear budget. Consider using an event planning app to help streamline the process. An event planning app might be a good place to start, it can help you manage attendee details, track your budget and help you with the administration side too.
Keep a separate inspiration page
While weekly planners are great for staying organised, it’s also helpful to have space for some creativity. Whether it’s a notebook or an app, scribble down your inspiration, no matter how vague. You could come across a great theme for a winter ball while planning a summer party, or spot a clever decor idea for a future event. These quick notes don’t need to be detailed—just clear enough for you to revisit later. That way, they’re all in one place, and you can pull out this dedicated page whenever inspiration is needed: a creativity short-cut that your future self will thank you for. Looking for some inspiration? You can view some of our recent events here.
Use a Shared Digital Calendar
Using a shared calendar is a good way to distribute the workload and also keep a bird’s eye view of what is happening. You can create a Google calendar and invite team members to join so they can be assigned tasks and contribute ideas. Members can also receive notifications from Google to let them know if there’s been a change to any task.
- Create a shared calendar
- Invite team to join
- Assign tasks
Centralise your social media
With more people turning to social media as their go-to search tool, keeping your accounts active and up to date is essential for making sure your event gets noticed.
Without someone dedicated to managing your social media, it’s easy for it to slip down the priority list—especially when juggling multiple platforms. Tools like HootSuite and Meltwater let you schedule posts in advance, saving time and helping you stay organised with your content planning.
Pay attention to your workspace
Planning a party is a multifaceted process requiring sustained concentration; being aware of where you work is key to getting the most out of your day. Small things can make all the difference: facing away from the room – towards a wall or window – to help minimise distractions, choosing a place with good ventilation and natural light, and trying to keep away from “non-work” areas (such as the bed, sofa, or kitchen table). Easily overlooked, these small adjustments can improve productivity just as effectively as any app or journal.
- Consider your workspace
- Minimum distractions
- Try keep away from ‘non-work’ areas
- Adding in small moment breaks
Divvy up the day with time blocking
When you’ve got hundreds of micro-decisions to make – from Christmas tree hire through to catering menus – and only so many hours in the working day, you’ve got to be savvy with the time you do have. Consider following a “sandwich” structure, portioning your day into three blocks to maximise productivity. Instead of jumping head-first into your inbox the second you start work, allow yourself half an hour in the morning to create a list of manageable goals and priorities. Allocate another thirty minutes (ideally before you sign off) to wrap up loose ends, clean out digital folders, and update your suppliers, clients, and team as required.
- Sandwich your day - Portion you day into three blocks
- Create lists first thing in the morning
- 30minutes at the end of the day to wrap up loose ends
Look into venue packages
Picking out a venue is one of the hardest and most important decisions you’ll face when it comes to planning a party, and you can absolutely make it work to your advantage.
Many venues offer more than just a space to hire. Keep an eye out for party packages, particularly if you're tight on time or have a strict budget: these bundles can prove a cheaper – and simpler – alternative to finding, budgeting for, and co-ordinating separate suppliers. For example, here at the HAC, our Christmas Party Packages, includes exclusive access to our Long and Prince Consort Rooms, unlimited drinks until 11.30 pm, festive menu, disco, DJ, and stylised photo booth. Worth bearing in mind when researching your next party venue.
Post-party reflection: document for the future
Before you check the event off for good, consider writing down a brief overview, detailing what went well, what didn’t, what you’d change and what you’d do again. Ask your team for their feedback too.
Try to steer clear of self-criticism – focus instead on creating a citable framework to refer to when organising future parties. Post-event reflection is a simple addition to the planning lifecycle that will ultimately serve you moving forwards, allowing you to learn from previous mistakes – and build on your triumphs!
Parties at the HAC
If you’re looking for a party-perfect venue, the HAC offers several beautiful and versatile spaces to choose from. Our indoor rooms boast an impressive capacity range – from an intimate 20 through to 800 guest events – whilst our terrace and Artillery Garden provide the ideal outdoor setting for summer celebrations. To find out more about Parties at the HAC, or to enquire into our Summer and Christmas Party Packages, our dedicated Events team would be happy to help. Get in touch on 020 7382 1533, or visit us here.
