How to Write Memos for Christmas Party Volunteers

by Jennifer Hench; Updated September 26, 2017
Office Christmas parties range from simple to elaborate.

The use of employee memos to request volunteers for office festivity planning is a good way to involve many workers and make them feel included in the office team. The effective use of employee volunteers can make events such as Christmas parties come off without a hitch. Memos also ensure that a message or announcement reaches all intended recipients. When planning Christmas parties and other office events, you need to make sure everyone who is invited to attend is aware of the date and time.

Items you will need

  • List of potential employee volunteers
  • Contact information for all potential volunteers
  • Date, location and time of the event
  • List of volunteer time and duty requirements
Step 1

Determine the type of Christmas party your office will have. Decide whether the event will be held in the office or off-site. Set a budget. Determine the number of people to be invited, including employees' spouses or guests. Decide whether alcohol will be served and whether to provide complimentary drinks or a cash bar. Keep a detailed list of the parameters of the party to guide your volunteers in setting it up.

Step 2

Determine how many employee volunteers you will need to organize and facilitate the party. In most cases, at least 10 volunteers will be required to cover all of the functions. Choose a volunteer leader to oversee the other volunteer employees. Discuss organization details directly with the lead volunteer. Make sure each prospective volunteer has the time and ability to participate before assigning roles.

Step 3

Create a memo to all potential volunteers stating your need for help with the office party. Provide the name of the employee you selected to act as the volunteer liaison. Make sure all volunteers understand that besides you, an additional person will be available to work through the logistics of organizing the party. Ask all memo recipients to get in touch with you within a week to let you know if they can volunteer. Keep a list of everyone who has agreed to help.

Step 4

Send a second memo to the people who have volunteered. Assign party tasks and responsibilities to specific individuals or small groups. For example, place one group in charge of selecting the food menu; a second group in charge of circulating invitations; a third group in charge of decorations, party favors and gifts. Continue dividing tasks until all aspects of the party are covered. You may need to enlist additional volunteers if your party is large, formal or more complex than a casual in-office gathering.

Step 5

In the second memo, announce a schedule of party volunteer committee meetings, weekly or monthly, to organize and prepare. Schedule the first meeting at least four to six months prior to the event. This will help ensure that no detail is overlooked and all volunteers understand their responsibilities and time commitments. Schedule the meetings during company time, on-site, but be sure they will not negatively impact volunteers' daily work. Ask all volunteers to let you know whether they will attend the kick-off meeting.

Step 6

Use memos to follow up regularly with all volunteers throughout the planning process. State in each memo what was discussed at the last meeting and what will be discussed at the next meeting. Ask volunteers to communicate with the entire group if they have ideas, suggestions, questions or concerns so that everyone will be fully aware of how the planning process is progressing.

Step 7

Before the event, send a memo to everyone in your office or company, thanking the employee volunteers for their work in preparing for the party. This expression of gratitude is important to the volunteers.

Tips

  • Use traditional business language when drafting memos, even for fun events such as Christmas parties. Avoid using slang terms, profanity and questionable language when composing memos.

Warnings

  • Do not allow volunteers to use party planning meetings as excuses to avoid everyday work duties.

Photo Credits

  • happy new year and merry christmas image by free_photo from Fotolia.com