What are the costs involved in organizing a year-end party?

1. Venue

The venue is the first factor that directly affects the total cost of a year-end party . Choosing the right venue helps businesses optimize their budget, ensure a great experience for attendees, and create a professional image for the event.

Businesses typically choose one of three common models:

Hotel-conference center: Suitable for large companies with 200-1,000 guests. Advantages include professional all-inclusive service, luxurious space, and complete facilities. However, the cost is higher compared to other options.

Restaurants and ballrooms: Suitable for small to medium-sized parties. Flexible pricing, diverse menus, and a wide variety of culinary options.

Organizing events at the office or company premises: Suitable for businesses looking to save on venue rental costs. However, you will need to rent additional items such as tables, chairs, sound and lighting equipment, and decorations, so a professional setup team is required.

When choosing a venue, businesses need to consider factors such as capacity, parking, stage space, ceiling height (affecting lighting and LED screen installation), service quality, and technical support capabilities. A suitable venue not only ensures guest comfort but also contributes to a professional and smooth event.

2. Set menu / Buffet

The banquet menu is a major component of the cost of organizing a year-end party. Restaurants and event organizers typically offer two common types:

Set menu catering: Served per table, with 6-9 courses, suitable for formal events or when businesses want consistent quality of food. Costs vary depending on the set menu, level of sophistication, and specific menu requirements.

Buffet: Guests are free to choose from a wider variety of dishes. The advantage is that it creates a relaxed atmosphere, suitable for social gatherings. However, buffets are usually more expensive than set menus if there is a greater variety of dishes.

Businesses should choose a menu that suits the target audience (young employees, VIP guests, employee families, etc.). In addition, attention should be paid to supplementary items such as beverages, bottled water, soft drinks, beer, wine, etc. These details are usually charged separately or as part of a package deal, depending on the restaurant and the program requirements.

3. Stage – Sound – Lighting

The stage is the heart of the year-end party, where all the main events take place, such as speeches, awards ceremonies, entertainment, and prize draws. A professional stage system helps ensure the event runs smoothly and makes a strong impression.

The basic items include:

Stage & Backdrop

The stage is assembled from individual pieces, each 40–60 cm high.

Backdrop can be made of canvas, acrylic, or P2-P3 LED screen (depending on budget).

The stage area needs to be large enough to accommodate the MC, management, acts, and performances.

Sound system

Full-range speakers, subwoofers, mixers, wireless microphones.

Sound is the most important factor in ensuring that the MC can lead the event smoothly, the performance is engaging, and there is no interference.

For events with 100 or more guests, it's recommended to use a professional event sound system package, avoiding the restaurant's existing system as its power output is often insufficient.

Lighting system

Stage lighting (par LED, beam, moving head).

Lighting for the backdrop check-in area.

Proper lighting creates an elegant and appealing atmosphere for photography.

Proper investment in stage design, sound, and lighting helps bring the show to life, ensuring that every important moment is clearly and beautifully showcased.

4. Event Decoration

Decorations are a crucial element in determining the atmosphere and mood of a party. Depending on the concept, businesses can choose a luxurious, modern, traditional, or themed decoration style (Year End Party concept: Shine Bright, Breakthrough, Together We Grow…).

Popular decorative items:

Entrance arch – check-in backdrop: The first highlight when guests enter the event, providing a space for them to take souvenir photos.

Photobooth: 3D and 2D design, customizable to your company's theme.

Table decorations: Fresh flowers, candles, chair bows, tablecloths.

Stage decoration: Flowers on both sides, backdrop, lighting effects.

Decorate the area for displaying awards and gifts.

Beautiful and coordinated decorations make the event more attractive, create a sense of professional investment and care, and enhance the company's image when shared on internal media.

5. Event Staff

A professional team helps the event run smoothly, minimizes risks, and ensures that every part of the script stays on schedule.

Event MC: The person who leads the program, creates excitement, and keeps the atmosphere lively.

Singers, bands, and dance troupes: Adding artistic flair to the party.

Sound, Lighting, and LED Technician: Responsible for operating the equipment.

Photographer – Cameraman: Capture every moment and create highlight videos.

PG – PB welcomes guests: Assists with check-in, guides to seating, and distributes gifts.

Event Supervisor: The person responsible for overall event management and incident handling.

The more professional the staff, the more coherent, engaging, and enjoyable the program will be for participants.

6. Program Content - Gifts & Prizes

This is the most important part of the year-end party, because engaging content will keep attendees engaged, create a fun atmosphere, and leave a lasting positive impression on employees.

Program content

A professional Year End Party script typically includes the following sections:

Welcoming guests – check-in – casual interaction.

Opening performance (dance, music, LED dance)

Statement from the management

Year-end recognition and awards

Group gameshows: Lucky draw, team games

Main reception & informal cultural and artistic activities

The concluding moment – ​​Happy New Year!

A well-structured and well-planned event will help create a sense of connection, appreciation, and motivation for all employees.

Gifts & Prizes

Appreciation gifts (calendars, mugs, Tet gift bags, vouchers).

Raffle prizes include: household appliances, tech gadgets, cash, and travel packages.

The prizes should be arranged in a tiered system to increase excitement: consolation prize → third prize → second prize → first prize → special prize.

Gifts and prizes not only make events more attractive but also help businesses show appreciation to their employees after a year of work.

7. Media and image costs

Internal communication and capturing event moments are indispensable elements of a year-end party. Beautiful photos and professional videos help businesses preserve their brand image and use it in future communication activities.

Popular categories:

1. Take photos of the entire event.
2. Filming with 2 cameras or 3 cameras
3. Livestream (if needed)
4. Create a 3-5 minute highlight video.
5. Video interview with HR staff – guest

Investing properly in visuals makes events more meaningful and provides long-term value for internal communication and recruitment.

For event planning services, please contact our hotline:

Email: hsvavl@gmail.com

Hotline: 0978.345.727 press extension 1

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