Planning a work party is quite a bit different from planning a typical party, but it doesn’t have to be super complicated. Of course, the type of event, the formality level, and the mindset with which to approach it will differ, but that doesn’t mean you shouldn’t plan as thoroughly or think as creatively about your work party as any other social event.
The invitations you choose for your work party will help to create your guests’ first impressions of the event. So, they’re pretty important. They’re also your chance to spread the relevant details and get attendees excited about what will no doubt be a fun and memorable occasion.
This guide will talk you through how to design and word the perfect invitations for any work event, whether it’s a spooky Halloween bash, an employees’ Christmas ball, or simply a casual house party celebrating the completion of a big project.
Who to Invite to a Work Party
The first thing you need to figure out is who to invite. The proper answer here is pretty much everyone, but of course, that’s not practical or even possible in some cases. So how do you decide who makes the invite list? Here are some tips:
1) Consider the reason behind the party. Are you celebrating wrapping up a big project in your department? Then perhaps you should limit the list to team members only, or even the support staff for the department. If it’s a general party for the whole office, such as a Christmas party, it’s better to invite everyone that works there – even the cleaning staff!
2) How well do you know your co-workers? Nothing is more awkward than forced small talk at a party with people you barely know. If you don’t know your co-workers well enough to hold a conversation with them, inviting them is probably not the best idea.
3) Know your company’s work party policy. If there are any policies in place about parties and potlucks at your company, be sure to read those first. Follow their rules!
4) Beware of office politics. Are there people in the office that don’t get along? If so, you might consider inviting only one of them just to avoid an uncomfortable situation.
5) Will you allow plus ones? Some employees might like to bring their spouse along, if you have the budget and space for it. But remember that if some people get a plus one, everyone should – don’t pick and choose, or people will feel resentful.
If in doubt, simply extend an invitation to everybody in the workplace. It’s much better to invite people who’d rather not come (they’re free to decline, after all) than to miss people out and cause resentment or conflict.
Should You Use Paper Invitations for a Work Party?
Like any other party, you’ll need to send out invitations. However, one question that comes up in today’s digital world is whether you should use paper invitations, or simply invite guests via text or e-mail.
While texts and e-mails are free, we think paper invitations are still a much better choice for any party. Here’s why:
• It’s nicer to receive a paper invite. It shows someone cared enough to make an effort (and likely spent money on it). It also helps to get guests excited!
• Paper invites can be themed. If your work party is for Halloween, for example, you can choose a spooky-themed invitation to help set the tone for the occasion.
• Paper invitations are taken more seriously. A text may be disregarded whereas a paper invitation makes the party seem more “official”, and sets the expectation that you should RSVP.
• Paper invitations won’t be missed or lost. A digital invitation might get buried in a mountain of unopened emails, never to be seen again. The same can’t be said for paper invitations.
How to Design Work Party Invitations
Now that you’ve decided on paper invitations, it’s time to design them. Here are a few tips and considerations for designing the perfect invitations for your work party.
Keep it Professional
While this is a party, your workplace should still be reflected in the invitation. Avoid anything too crazy or wild, like inappropriate images. You don’t want to give your boss a heart attack when they open the invitation!
Think About Company Branding
While you don’t want to copy company branding exactly, do consider creating an invitation that is in keeping with the look and feel of your business. In addition, you can get some inspiration from your company’s website, corporate brochures, or logos if available.
Include Relevant Party Details
Don’t leave out any important information! What’s the date, time, and location? Who is hosting? Will employees be allowed to bring a plus one, or is it strictly staff only? Let people know what to wear (casual or dressy), whether you will be serving food, and if there’s anything they need to bring. Don’t forget to include contact details for the party’s organiser, and RSVP instructions (including a deadline if there is one).
Choose an Appropriate Template
There are thousands of party invitation templates available for you to choose from, in a wide range of designs and colours. Try to pick one that is appropriate for the occasion, so that your guests will know what to expect, and won’t arrive underdressed or overdressed. For a casual beach barbecue, a super-formal black and white invitation with cursive text may be overdoing it – but it would be perfect for an elegant ball.
Don’t Sound Desperate for a Crowd
You’ve planned this party, possibly for months in advance, and you want it to succeed. Just be sure to avoid any wording or statements that make it seem like you need the guests to come, lest they feel obligated to attend out of guilt. Instead, people should want to go because they will enjoy themselves and have fun. Sound too desperate for guests and you may end up pushing people away!
Don’t Clutter the Invitation
The invitation is your chance to invite people to the party, not an opportunity to explain all of the little details in full! Avoid making the invitation look too cluttered with information, otherwise people won’t be bothered to read it all. You can send out an e-mail to attendees nearer the time if there’s anything they need to know that wasn’t on the invite. Otherwise, people are free to contact you if they have any questions.
How to Word Work Party Invitations
Here are some phrasing options for wording your work party invitations. Of course, you’ll want to provide your own details and information, but these are intended as examples.
• Sample 1: Please join us on Friday, September 15th, from 7 pm to 9 pm for food and drinks to celebrate the end of summer! We will be in the conference room.
• Sample 2: Lisa Thomas cordially invites you to her backyard barbecue on Saturday, August 26th, from 12 pm to 4 pm.
• Sample 3: Lisa Thomas cordially invites you to celebrate her birthday at McLeary’s Restaurant on Saturday, September 9th, from 8 pm to 11 pm. Please meet us there!
• Sample 4: The London office cordially invites you to a potluck work party on Friday, July 21st, from 7 pm-9 pm. Please bring [type of dish] to share! For more details, please see Mr. Smith.
• Sample 5: The London office cordially invites you to a work party on Friday, July 21st, from 7 pm-9 pm. We’ll have food and drinks supplied. RSVP with your choice of beverage.
The most important thing is to include all the relevant details so that your attendees are fully prepared for the event. Beyond that, how you word it is largely up to you – but avoid sounding too casual and using slang terms. It is a work event, after all.
When to Hand Out Work Party Invitations
There’s no perfect answer here. It depends on the type of party, but generally, people hand out invitations at least two weeks before the date of the event. This gives everyone plenty of time to get back to you with any questions and confirm their attendance.
If it’s a catered event and you’ll need to know an exact head count, you may want to send your invites out earlier, so that you’ll receive the RSVP in plenty of time – as well as people’s food choices, if you’re giving them. Posting the invitations four to six weeks in advance is acceptable for these sorts of parties.
If the party is during office hours, it’s less important that you provide plenty of notice, as everyone will be present anyway. However, you may want to hand out invitations at least a week in advance so that people can mark their calendars for the event and dress accordingly – particularly if the party will extend beyond normal hours of operation.
Where Can I Order Personalised Work Party Invitations?
When planning a work party, your goal should be to create an atmosphere of fun and enjoyment, allowing your co-workers to let their hair down. You also want everyone invited to feel included and part of the group. Work parties are meant to be casual events that will help build camaraderie and strengthen workplace relationships.
Be sure to make the event special with a customised work party invitation from 123Print. We have a huge selection of work party invitation templates to choose from, available in both standard and large sizes, and all of which can be fully personalised. Here are a few of the great designs we have:
Twinkly Toast: This colourful red design features martini glasses in silhouette and is great for a party located at a local bar.
Solid Black: This basic black design is a fantastic multipurpose design for any work party. The white text on the black background is both elegant and understated.
Simply select the design that you like, customise it with your preferred wording and details, and we’ll print and dispatch your order within 48 working hours. With our 100% satisfaction guarantee and thousands of happy customers, you know your design is in safe hands.