For an office Christmas party you usually need four things: a wireless microphone for the speech, a sound system that still delivers on the dance floor, some lighting and enough power. How much of each depends on the number of guests, the room and the schedule. Here is the checklist.

01. Plan the schedule first

A typical evening has several parts: arrival, a speech from management, dinner, then music and dancing. Each part needs something different. For the speech, clear sound matters most; during dinner, quiet background music; for the party, punch and lighting. So check these points in advance:

Guests: Roughly how many people are coming?
Room: How big is the space, how high is the ceiling, are there glass walls or carpet?
Programme: Speeches, a year-in-review video, live music, a DJ or a playlist?
Timing: When can setup start, and until when can it be loud?

02. Sound: microphone and sound system

For speeches, use a wireless handheld microphone instead of a wired one. That way the speaker can move freely and nobody trips over cables. If there are audience questions or two hosts, plan a second microphone. Our guide explains which microphone suits which job: Microphones for events.

The size of the sound system depends on the number of guests. As a rule of thumb:

Up to approx. 60 guests: two speakers on stands are enough for speeches and music.
Up to approx. 120 guests: add a subwoofer so the music has punch on the dance floor.
Up to approx. 200 guests: two subwoofers and a correspondingly larger system.

More on this, including larger parties, in our guide Sound system by guest count. Put the speakers on stands so the sound travels over people’s heads instead of getting stuck in the first row. If a DJ is playing, you need a mixer or a DJ setup. For a playlist, a mixer with an input for a laptop or phone is enough.

03. Lighting: turn the office into a party venue

The biggest problem in an office is usually the ceiling lights. Fluorescent lighting makes any party feel like a meeting. With little effort the atmosphere changes completely:

Battery uplights on walls, pillars and windows add colour to the room. They run without cables and are quick to place.
Party lights and spotlights for the dance floor, plus a mirror ball as a classic touch.
Bright wash light for speeches and the buffet, so speakers are clearly visible and photos turn out well.

Check with building management beforehand whether you can dim or switch off the ceiling lights, and keep emergency exits lit.

04. Video: year in review and presentations

A year in review with photos or a short video is a fixed part of many Christmas parties. There are two ways to show it:

Large display (75 to 98 inches): works in bright rooms too and is quick to set up.
Projector and projection screen: for big images in rooms that can be darkened.

Don’t forget the sound: if the video has music or speech, the laptop needs to be connected to the sound system. Run through the whole presentation once before guests arrive.

05. Power, access and setup in the office

Spread the load: don’t plug the sound system, lights, coffee machine and catering into one power strip. Ask which sockets are on separate circuits.
Secure cables: where cables cross walkways, cover them with cable ramps . Keep escape routes clear.
Sort out access: lift, loading zone, evening access and a contact person in the building. This saves a lot of time during setup.
Allow enough time: setup and soundcheck should be finished before the first guests arrive. We agree the time window with you in advance.
Volume: check the house rules and your lease for when things need to get quieter.

06. Checklist by guest count

Our Christmas party packages are built around exactly these sizes. Delivery, setup and pickup in Berlin are always included:

Package S – up to approx. 60 guests, €499 net: Funktion One sound system, wireless handheld microphone, mixer, 8 battery uplights and 4 party lights.
Package M – up to approx. 120 guests, €899 net: Funktion One with 18″ subwoofer, 2 wireless handheld microphones, uplights, LED tubes, party lights, DJ setup and mirror ball.
Package L – up to approx. 200 guests, €1,199 net: Funktion One with 2 subwoofers, 2 wireless handheld microphones, uplights, LED tubes, party lights, wash light for speeches and buffet, and mirror ball.

All prices are net per hire day. For Brandenburg we charge a €150 net surcharge.

07. Do it yourself or full service?

If you know your way around AV equipment, you can hire the sound system and lights individually in our Rental shop and pick them up from our warehouse in Berlin-Tempelhof. With the packages, we set everything up, test it and give you a short introduction so you can run the evening yourselves. If nobody on the team should have to look after the equipment, book a technician for the evening. More on our page AV equipment for your Christmas party in Berlin.

08. Enquire early

Fridays in December book up fast. Enter your date in the package to see straight away whether it’s available, and send a no-obligation enquiry. We’ll then send you a quote. The equipment is only confirmed once you accept.

To the Christmas party packages →
Questions about your room or schedule? Write to us or call: 030 2000 5443.