A holiday party is an effective way for employers to express appreciation to their staff for a job well done, says Marissa Binstock, lead project manager with Ext. Marketing Inc. in Toronto.

However, planning a party that will please everyone on your team has its challenges. As you face issues such as picking the right venue and accommodating food restrictions, you have to stay organized. And you can’t afford to start your party planning after the holiday rush has begun.

Here are four tips for planning a successful staff holiday event:

1. Start early
People often make the mistake of waiting until the last minute to pick a location. Venues get booked quickly during November and December, according to Binstock. Many popular venues will be booked well in advance, especially if they’re used every year.

“I like to start thinking about Christmas events before September,” Binstock says.

2. Choose a central location
While a holiday party at the office is convenient, it will likely feel less festive than a party held at a restaurant, bar or banquet hall.

“Even if you have a venue onsite,” Binstock says, “it makes it extra special to bring people outside of the office.”

The location, however, should be easy for everyone to attend, Binstock says. For example, don’t choose a restaurant that’s a fifteen-minute walk from public transit. A location close to the office is preferable.

3. Send a “save the date”
The holiday season is flush with social gatherings, so employees will need plenty of notice to avoid any potential scheduling conflicts.

Provide a “save the date” notice or invitation at least one month in advance, Binstock says. That way, employees can plan their calendars accordingly and find childcare for the evening if they have young children.

4. Ask about food allergies
“It’s important in this day and age to be very mindful of people’s dietary restrictions,” Binstock says. It’s no longer enough to just provide a vegetarian meal alternative.

In your invitation, ask attendees to RSVP with any food allergies, intolerances or sensitivities, Binstock says. Eating and drinking is often the focal point of holiday parties; you don’t want any of your staff to feel excluded.

This is the first part in a two-part series on throwing an office holiday party.

See also: A staff party with pizzazz