The following points help in choosing the optimal date:

• No competition with other events – Avoid planning the event alongside large industry or company events, such as trade shows or important conferences, so that as many people as possible can attend.
• Consideration of company workload – Avoid dates during peak seasons or stressful fiscal closing periods so employees can celebrate without stress.
• Prefer Fridays or weekends – Larger events especially benefit when employees no longer have work stress on their minds.
• Internal coordination – A survey via Doodle or another online tool helps to find the best date for most people.

The ideal time depends on the type of event:

• Winter (December – January): Christmas party, New Year’s party.
• Spring (March – May): Kick-off events, motivational events, spring festivals.
• Summer (June – August): Summer festival, BBQ, outdoor events.
• Autumn (September – November): Company anniversaries, team-building events, year-end parties.
• All year round: Milestone celebrations, team events, or individual occasions.
  Important: Popular dates, such as the pre-Christmas season, are quickly booked – early planning ensures the best venues and artists.

• Popular event venues: At least 6–12 months in advance.
• Standard event rooms or restaurants: 3–6 months in advance.
• In-house venues or simple locations: 2–3 months in advance is often sufficient.
  During peak season (summer, Christmas), venues are quickly booked – so it’s best to reserve as early as possible.

1. Define the purpose of the event: Is it for team-building, appreciation, or just a fun evening?
2. Determine the target audience: Who should be invited (only employees, also partners or clients)?
3. Clarify the budget: Create a cost overview early on.
4. Secure the date and venue: Without a fixed date and venue, nothing else can be planned.
5. Develop a rough concept: Catering, entertainment, program flow.

Once these points are decided, detailed planning can begin.

• Classic Christmas party (formal or casual).
• Summer festival / outdoor event (BBQ, team-building, sports activities).
• Anniversary celebration (company anniversary, milestones).
• Team-building event (escape room, outdoor adventure, cooking courses, magic courses).
• Networking event with business partners (evening gala, dinner).
• Digital events (e.g., remote Christmas party for virtual teams).

• Too late planning: Popular venues and catering services are quickly booked. Early reservations ensure the best options.
• No clear goal: Without a clear concept, the event loses meaning, and the planning becomes chaotic.
• Poor timing: Avoid dates during peak season or particularly busy work phases.
• No backup plan for bad weather: If the event is outdoors, have a weatherproof alternative ready.
• Poor communication: Invitations should be sent early so guests can plan. Important details like dress code or directions must not be overlooked.
• Unbalanced program: Too many activities overwhelm guests, while too few can cause boredom. The right balance is key.

• Send invitations in advance (Save-the-Date), at least 6 weeks prior.
• Choose a date that doesn’t fall during holiday periods.
• Schedule the event during or near working hours to make attendance easier.
• Offer flexible arrival and departure options (shuttle service, central location).
• Design an interesting and inclusive program so that there is something for everyone.
• Conduct an internal survey to find the best date.

• Offer a diverse program: A mix of calm and interactive activities ensures everyone feels comfortable.
• Provide a wide selection of music: Include different genres to cater to everyone’s taste.
• Consider culinary diversity: Offer vegetarian, vegan, and meat options.
• Create quiet areas: In addition to the active program, provide calm spaces for conversations or relaxing.
• Involve employees: A brief survey in advance helps consider wishes and interests.

✅ Advantages of an event during working hours:

• Higher participation rate, as no personal time needs to be sacrificed.
• Can be integrated into the workday (e.g., lunchtime event).
• Employees do not have to commute.

❌ Disadvantages:

• Loss of productivity, as work hours are lost.
• The event must be shorter.

✅ Advantages of an event outside working hours:

• More flexibility with the program and duration.
• More relaxed atmosphere as no work is directly before or after.
• More options for venues and entertainment.

❌ Disadvantages:

• Lower participation if employees have private commitments.
• Travel arrangements may need to be organized.

Compromise: Start the event on a Friday afternoon so work time and free time can be combined.

• Small events: 2–4 hours (e.g., after-work event).
• Medium-sized events: 4–6 hours (e.g., evening event with dinner and music).
• Large events: 6–10 hours (e.g., summer festival with a full-day program).

The duration strongly depends on the occasion and the guests’ mood.

✅ Important elements for a successful event:

• A good venue (appropriate for the number of guests and the occasion).
• Sufficient food & drinks (also catering to various dietary needs).
• Entertainment or music to create a pleasant atmosphere.
• A welcome & a short speech to officially open the event.
• A photographer or photo booth to capture memories.
• A small surprise moment, e.g., a performance or a gift for employees.

Planning a company event for a small company differs in some ways from larger events. Here are some creative and cost-effective tips specifically useful for small businesses:

• Small, intimate venue: For smaller companies, it is often possible to choose a cozy, less formal venue. A simple location like a café, a restaurant, or even the office can create a charming atmosphere and is usually more affordable.
• DIY decoration: A cost-effective and creative way to style the event is DIY decoration. Simple materials like string lights and homemade table settings can create an appealing atmosphere.
• Self-organized activities: Instead of expensive entertainment, you can organize simple yet fun activities such as a quiz, a small talent show, or a game night. These activities promote team spirit and require little budget.
• Shared catering: Instead of expensive catering, each employee can bring a dish. This fosters team spirit and saves money.

Considering cultural differences:
When hosting international guests, you need to consider cultural differences and needs to create a respectful and inclusive atmosphere. Here’s how to plan an event for an international audience:

• Consider cultural diversity: Get familiar with the cultural specifics of your international guests, particularly regarding food, traditions, and behaviors. For example, certain cultures may have specific food preferences or behavioral rules that need to be taken into account.
• Multilingual communication: If your guests come from various countries, ensure that invitations and information are available in multiple languages. It is advisable to translate into the primary languages of your international guests.
• Food and drinks: Make sure the catering offers a variety of dishes. Also, consider vegetarian, vegan, and religious dietary requirements (e.g., halal, kosher).

Tip: An international event should make guests feel that their origins and cultures are appreciated. Make sure all invited guests feel welcome.

Pay attention to cultural preferences and taboo topics, which can vary based on the guests’ backgrounds. For example, eating habits, religious holidays, or the way of greeting can differ. It’s also important to involve international guests when choosing activities and food.

One option is to offer invitations, programs, or instructions in multiple languages. If necessary, an interpreter can be arranged. Alternatively, international guests can be supported by other employees who speak the language.

Sustainability is not just a trend but also a commendable responsibility. You can incorporate environmental and social aspects into the planning of your company event. If you want to do so, here are some tips:

1. Avoid single-use plastics
   Use reusable dishes and cutlery or opt for biodegradable alternatives made from bamboo or other sustainable materials.
2. Waste reduction & recycling
   Plan food and drinks to minimize leftovers.
3. Smart disposal of leftovers
   Collaborate with nonprofit organizations that distribute leftover food to those in need, or arrange for guests to take leftovers home.
4. Promote eco-friendly travel
   Encourage carpooling, recommend public transport, or provide a shuttle service to reduce CO₂ emissions.
5. Sustainable catering & eco-friendly meals
   Prefer local and seasonal products to avoid long transportation distances.
   Choose catering providers that use organic and fair-trade ingredients.
   Include vegetarian and vegan options to reduce the ecological footprint of the event.

Hiring a photographer or videographer can be a great idea if you want to document the event. Professional documentation allows employees to reminisce about the event later, and it also provides high-quality material that can be used for internal purposes or as a marketing tool. If your budget allows, a photographer or videographer can perfectly capture the atmosphere of the event and ensure high-quality memory pictures. If the budget is limited, volunteers or employees can take on the job.

The ideal duration depends on the occasion and target audience:

• Compact events: For smaller occasions or after-work events, 2–4 hours are often sufficient.
• Larger events: Summer festivals or anniversaries can easily last 5–8 hours, especially if they include activities or programs.
  Make sure to allocate enough buffer time for setup and teardown.

Bad weather alternatives for outdoor events
Bad weather can throw even the best plans off track, especially for outdoor events. To be prepared for all eventualities, you should take some precautions:

1. Indoor options: If you plan an outdoor event, look for a venue that also offers indoor spaces that can be used in case of bad weather.
2. Tents and pavilions: If the event is to take place outdoors, ensure that you rent tents or pavilions to provide guests with shelter from rain or excessive sun.
3. Monitor the weather forecast: Keep an eye on the weather forecast in the days leading up to the event and decide whether the event needs to be rescheduled or moved indoors.
4. Additional clothing: Give guests the option to prepare for bad weather by, for example, suggesting they wear weatherproof clothing.
5. Flexible program points: Plan alternative activities in case of bad weather. For example, indoor team-building games or workshops can be a good solution for outdoor activities.
   Tip: If you’re organizing an outdoor event with many guests, ensure that the technology (e.g., microphones and speakers) is weatherproof.

In large groups, undesirable behavior or conflicts may arise. Here are some best practices for handling such situations professionally:

1. Early communication of behavior guidelines: Clearly state the expected behavior in the invitation or at the beginning of the event. A clear code of conduct can prevent misunderstandings.
2. Discreet intervention: If a conflict arises, address it calmly and discreetly without disturbing the celebration. A personal conversation can often help defuse the situation.
3. Training moderators or event teams: Ensure that all involved persons (moderators, event managers, service staff) are able to act quickly and professionally in case of conflicts.
4. Security personnel: For larger events or those where conflicts are more likely (e.g., events with alcohol or external guests), consider hiring security personnel.
5. Monitor alcohol consumption: Make sure alcohol is served responsibly. Excessive drinking can lead to inappropriate behavior.
   Tip: A preventive approach based on clear communication and well-trained staff is often key to avoiding conflicts.

The world of company events is constantly evolving. Here are some exciting trends that you can consider when planning your event:

1. Experiential dining: More and more companies are opting for interactive and experience-based dining options. For example, guests can participate in cooking stations, get food directly from a food truck, or join in a wine and cheese tasting.
2. Virtual Reality (VR) and Augmented Reality (AR): These technologies are increasingly being incorporated into events. You can offer virtual experiences or use AR technology to make the event more interactive (e.g., through digital scavenger hunts or thematic games).
3. Artificial Intelligence (AI): AI-based tools for personalizing program content, guest management, and even adjusting event logistics are gaining importance.
   Tip: If you want to integrate trends like interactive experiences, make sure to plan the necessary technology and infrastructure in advance to avoid technical difficulties.

Typical costs include:

• Location (rent or fees)
• Food and drinks (catering, buffet, drinks)
• Entertainment (music, DJ, shows, games, activities)
• Decoration (themes, tables, chairs, table decoration)
• Staff (waiters, security, cleaning)
• Transportation (ride services, shuttles)
• Gifts (if desired)
• Insurance (possibly liability insurance for larger events)

The cost per person depends on the type of event. A simple event can cost around 40–90 EUR per person, while more elaborate events with extensive catering and entertainment costs can exceed 100 EUR per person.

There are several ways to reduce the costs of a company event without sacrificing a successful event:

1. Choose a cheap location: Use free or affordable alternatives like company-owned spaces or public venues.
2. Choose the right date: Avoid Fridays and Saturdays when demand for venues and entertainers is high. Less popular days like Wednesdays often offer cheaper options.
3. Reduce catering costs: Opt for cheaper food options like finger food instead of an elaborate buffet or menu. In smaller companies, a potluck-style buffet, where each employee brings something to share, can be a cost-effective and personal alternative.
4. Make entertainment more affordable: Instead of a costly band or DJ, a well-curated playlist can create a great atmosphere.
5. Use DIY decorations: Homemade decorations can replace expensive decoration services and add a personal touch.
6. Avoid costly extras: Photo booths, expensive gifts, or elaborate special effects are nice but often unnecessary.
7. Utilize internal resources: Check if employees can take on tasks like moderation, technical support, or decoration to avoid hiring external service providers.
8. Involve sponsors: Business partners or suppliers might be willing to support the event financially or contribute in-kind donations.
9. Check bundled offers: Many vendors offer discounts when multiple services are booked together (e.g., location and catering from the same provider).
10. Compare offers: Get several quotes and check not only the price but also the quality of the services. Reviews can help avoid unpleasant surprises with food or service.

With these strategies, a successful company event can be achieved even with a smaller budget.

Yes, company events can generally be deducted as business expenses if they serve business communication or employee retention. Private parties or events without a professional connection are not tax-deductible.

For tax deductibility, the following conditions apply:

• A maximum of two company events per year are eligible.
• There is an allowance of 110 EUR per employee (including costs such as food, drinks, location, and program).
• The costs per person are considered a non-cash benefit for employees. If they are under 110 EUR, the benefit remains tax-free. If the costs exceed this amount, only the exceeding part must be taxed.
• This rule applies to company events and outings organized by the employer and allows expenses up to a tax-free allowance of 110 EUR per employee per event (including VAT) to remain tax- and social security-free.

In Germany, the following costs can be deducted for tax purposes:

• Meal costs (catering, drinks)
• Travel costs (transport to the location)
• Rental costs for the location
• Honoraria for service providers (e.g., DJ or photographers)
• Gifts for employees that qualify as business expenses (if they have a low value and are not considered as bonuses)

In Germany, the tax-free allowance for company events is 110 EUR per employee per event if the event qualifies as “extraordinary catering.” This only applies to a maximum of 2 Events per year. If these costs are exceeded, the excess amount must be taxed. It is important that the event benefits all employees or that several employees are invited to the same event.

The budget for a Christmas party varies depending on the size of the company and the scope of the event. Typically, costs range between 40 and 100 EUR per person—simple events are cheaper, while parties with a buffet and entertainment can be more expensive. From a tax perspective:

• The costs for a company Christmas party are tax-deductible.
• The tax-free allowance per participant is 110 EUR (including all costs such as food, drinks, location, and program).
• If this amount is exceeded, the excess part must be taxed as a non-cash benefit.
• Additionally, all employees must be invited for the tax benefits to apply.

The costs for a professional event planner vary depending on the complexity and size of the event. In Germany, you can expect to pay about 10-20% of the total budget for event planning. For a smaller event, the cost could range from 500-1,500 EUR, and for larger events, it can be higher.

Yes, gifts are tax-deductible if they do not exceed a certain value. In Germany, the tax-free allowance is 60 EUR net per year per employee for tangible gifts (e.g., vouchers, small tokens of appreciation). A business-related occasion must be present for the gift to qualify as a business expense.

Yes, company events can be covered by statutory accident insurance—both during the event and on the direct journey to and from the venue. However, certain criteria must be met for this protection to apply. To be recognized as an official company event, the following requirements must be met:

1. Approval by company management: The management must either organize the event themselves or explicitly approve it. This does not mean they have to handle the planning but should endorse the event.
2. Business purpose: The event should aim to improve the working atmosphere and strengthen team cohesion.
3. Presence of a responsible person: Either the employer or an appointed supervisor must be present during the event.
4. Open invitation: All employees should be invited in principle. In large companies, it is sufficient for a department or smaller group to celebrate together, as long as it is officially recognized by the company.

If these conditions are met, employees are covered by insurance for accidents during the event and on their way to and from it. The location of the event does not matter.

Once management or the responsible person officially ends the event, the accident coverage also expires. If any employees remain to continue celebrating, this is considered a private gathering and is no longer insured.

Note: Excessive alcohol or drug consumption can void the insurance coverage, especially if the accident is due to significant impairment. Since many accidents occur on the way home, it is recommended to use a taxi or a safe ride-sharing option. Additionally, only the direct journey home is covered—detours can risk losing accident coverage.

• If you are on sick leave, you should generally not attend a company event. Sick leave is intended for recovery, not participation in social or work-related activities. In some cases, an exception can be made if the illness is not work-related, but it is advisable to clarify this with your employer in advance.

Company events are generally not considered working hours because participation is voluntary. The exception is if the event takes place during regular working hours—then it must be compensated as normal working hours. If the event occurs outside of working hours, it is not counted as working time and remains unpaid.

A summer party is generally not considered working time unless it takes place during regular working hours. If the summer party is held on a regular workday during business hours, it counts as working time. If you do not wish to attend, you may work instead—but who would want to?

Generally, all employees of the company can be invited to a company event. In many cases, participation is voluntary, but partners or companions (such as spouses) can also be invited depending on the company and the nature of the event.

If an employee brings their spouse or partner to a company event, the costs for the companion (e.g., entry or meals) are considered private expenses and are not tax-deductible. The tax-free allowance of 110 EUR gross per employee remains the same. If the spouse or partner is also invited, the total costs for both people are added together and counted against the tax-free allowance. If the total exceeds this amount, the excess part must be taxed.

The company usually organizes the company event. Often, this is handled by the HR department or a planning team made up of employees from various departments. For larger events or particularly complex occasions, an external event planner might be hired.

Depending on the type and location of your company event, different permits may be required. These include:

1. Public spaces: For events in parks or other public spaces, a special use permit is required.
2. Events with music: If you plan to have live music or a DJ, a noise protection permit may be necessary, especially if the noise could disturb outsiders.
3. Fireworks or pyrotechnics: If you plan a pyrotechnic show, you will need a permit from the local authorities.

Tip: Check early with the relevant municipal office to avoid delays.

The GEMA (Society for Musical Performing and Mechanical Reproduction Rights) protects the rights of composers and musicians. If copyrighted music is played at your event, the following steps are required:

1. Registration: Register the event with GEMA well in advance.
2. Calculate fees: The costs depend on factors like the size of the event and the duration of the music performance.
3. Keep receipts: Keep proof of payment in case of a check.

Exception: If the music is provided solely by a private service (e.g., streaming services) and the event is not publicly accessible, GEMA fees may not apply. Clarify this in advance.

Insurance may be advisable to protect against financial risks, though it is not required. Key insurances for company events include:

• Liability insurance: Covers damages that occur during the event (e.g., property or personal injury).
• Event cancellation insurance: Protects against financial losses if the event must be canceled at short notice (e.g., due to bad weather or illness of a key person).
• Accident insurance: In addition to statutory accident insurance for employees, it can offer additional protection.

Tip: Many event venues offer insurance as part of their service packages.

The requirements for equipment vary depending on the type of event. Pay attention to the following points:

Technology: Microphones, speakers, projectors, and internet access.

Furniture: Flexibility in seating arrangements (e.g., banquet, theater seating, or standing tables).

Accessibility: Access points, restrooms, and pathways should be usable by all guests.

Kitchen area: A suitable area should be available for catering.

Additional options: Some venues offer all-inclusive packages that include catering, technology, and decoration – saving time and effort.

Whether the event should be internal or external depends on various factors. An internal event has the advantage of being more cost-effective and requiring less logistics. However, it can be difficult to separate a celebration from the everyday work environment in the company. An external venue offers more freedom for creative concepts and creates a clear distinction between work and celebration, which can lead to a more relaxed atmosphere. The choice depends on your budget, available space, and desired atmosphere.

If no suitable venue is available, you could consider the following alternatives:
Outdoor event: A garden, park, or larger terrace could be a nice alternative, especially in summer.
In-house spaces: If available, larger meeting rooms or lounge areas could be used and transformed for the event.
Tent rentals: If the event is to take place outdoors, tents can be a quick and flexible solution.
External event venues like a restaurant or bar that are also used for events in addition to regular operations.

1. The required technical equipment depends on the type of event. Basic technical requirements include:
Speakers and microphones (if there are speeches or music)
Lighting: For a pleasant atmosphere, depending on the type of event (e.g., atmospheric lighting or stage lighting)
Projectors and screens (if presentations or films are shown)
DJ equipment or sound system, if music is to be played
Photo booths or video recording devices if a special focus is placed on documenting the event

Weather dependency: Outdoor events are weather-dependent, which means that weather protection (e.g., tents or coverings) may be necessary in advance.
Room design: Indoor events allow you to create a fully controlled atmosphere (air conditioning, heating), while outdoor events offer more flexibility and a connection to nature.
Technical equipment: For outdoor events, you may need to plan more technology such as generators, tents, and weather-resistant equipment.
Logistics: Outdoor events may involve more logistical challenges, such as organizing restrooms, power supply, and access.

3. To decorate the venue attractively, you can take the following steps:
Theme-based decoration: Adapt the decoration to the theme or motto of the event (e.g., winter wonderland, tropical paradise, 80s style).
Table decoration: Use flowers, candles, table runners, or personalized place cards to make the room appealing.
Wall decorations: Posters, banners, or string lights can create a cozy atmosphere.
Lighting effects: With string lights, lanterns, or LED lights, you can significantly enhance the mood.
Photo opportunities: Create a special area for photos, such as a photo wall or a themed corner with props.

Lighting plays a crucial role in the atmosphere. Here are some recommendations:
Warm white light: Ideal for a cozy and inviting atmosphere.
Accent lighting: Place accent lights at special spots, such as at the stage, buffet, or bar.
Dimmable lights: This allows you to adjust the lighting as needed (brighter for the reception, dimmed for the dance area).
String lights or LEDs: They can create a festive and relaxed atmosphere, especially for outdoor events.
Candles or lanterns: For an intimate, romantic mood, especially for evening events, candles or lanterns are suitable.

✅ Advantages of a buffet:
Wide selection of foods, guests can take whatever they want.
Time-efficient, as guests serve themselves.
Less staff required, making it often cheaper.
Everyone can eat as much as they want.
Guests can meet each other in the queues and freely change their seats. Buffets are particularly good for networking events.
❌ Disadvantages of a buffet:
Guests must serve themselves, which can cause disruption.
There may be queues.
With insufficient planning, popular dishes can run out too quickly.

✅ Advantages of a menu service:
Elegant and ideal for formal events such as anniversaries or award ceremonies.
Uniform serving creates a calmer atmosphere.
❌ Disadvantages of a menu service:
High staff requirements, many venues are not equipped for this.
Long wait times before all guests are served.
Pre-determined portion sizes – hungry guests might not get enough, while others waste food.
Can lead to dissatisfaction and a bad mood.
No choice of seating between courses. If guests do not get along with their tablemates, they are “stuck” there for the duration.

Conclusion:
A buffet is the better choice in most cases, as it is more flexible, efficient, and more pleasant for most guests. Even for elegant evening events, there are high-quality buffet options that are stylish and appealing. A menu service is a classic choice for upscale events but often comes with logistical challenges and wait times.

Ask employees in advance about any allergies or intolerances.
Inform the caterer and provide labeled foods for those affected.
A good mix of vegetarian, vegan, gluten-free, and lactose-free options should be available.
Buffet: Clearly label dishes with allergy information.
Menu service: Discuss alternatives with the caterer in advance.

51. Yes, if the budget allows, this is a nice addition to round off the evening.

Possible ideas:

Candy bar with sweets.
Chocolate fountain with fruit skewers.
Coffee & cake station.
Mini-desserts in jars (e.g., chocolate mousse, tiramisu).
Savory snack station with nuts, pretzels, and finger food for the late hours.

Potluck dinner: Employees bring their own food.
Street food concepts: Food trucks are sometimes cheaper than a buffet.
Homemade snacks: Finger foods or sandwiches are easy to prepare.
Simple buffets: Regional specialties or home-style cooking are often cheaper than elaborate menus.
Buy drinks yourself: Instead of booking a bar, drinks can be purchased from wholesale markets.
Barbecue evening: For a summer event, a barbecue buffet can be cost-effective and cozy.

Non-alcoholic:
Water (still & sparkling)
Fruit juices
Soft drinks (e.g., cola, lemonade)
Coffee & tea

Alcoholic:
Beer (pilsner, wheat beer, non-alcoholic beer)
Wine (red & white wine)
Aperitifs (e.g., Hugo, Aperol Spritz)
Long drinks (gin and tonic, rum and cola)
Cocktails (depending on the type of event)

Tip: Also consider non-alcoholic alternatives like mocktails or alcohol-free sparkling wine, so that all guests have a suitable selection.

Foods:
International buffets with a selection from various cuisines (e.g., Mediterranean, Asian, Oriental).
Provide vegetarian and halal/kosher options.
Classic dishes like pasta, grilled vegetables, or rice dishes are universally popular.
Finger food options for easy sampling.
Drinks:
A mix of alcoholic and non-alcoholic beverages.
Present regional specialties but also offer familiar drinks.
If guests from certain cultures do not drink alcohol, ensure a good selection of non-alcoholic alternatives.

Yes! Doodle or Microsoft Forms help find the best date.
Google Forms is good for gathering additional preferences (e.g., catering, activities).
Tip: Only offer a few realistic date options to get clear results.

Slack / Microsoft Teams: For group communication and quick coordination.
WhatsApp / Signal: For quick updates or smaller teams.
Email (Outlook / Gmail): For official invitations & information.
Zoom / Google Meet: Virtual meetings for planning.
Notion: Combines tasks, documents, and communication in one place.