An end-of-year celebration on the company lawn can feel like a welcome change of scenery, especially when there’s space for a proper lunch and an afternoon of catching up. A sports ground or farm setting offers similar possibilities, giving organisers room to create a December function that suits their guests and budget.
Making that space comfortable takes a little planning. Your caterer needs somewhere to work and store food, guests need convenient bathrooms, and suppliers need access to set everything up. Working through these arrangements early helps you understand what the venue can already provide and what you’ll need to bring in.
Walk through the space before you book
Start with a site visit at roughly the same time of day as your planned event. You’ll get a better sense of where the afternoon sun falls and which areas offer comfortable shade. If lunch is likely to become an evening celebration, think about how people will use the space as the light changes.
Take the person managing the property along so you can confirm which areas are available, where suppliers can park and what existing facilities your guests may use. At an office, for example, you may need to arrange access to the building after normal working hours. At a sports club, another booking could mean sharing entrances or bathrooms.
These details help you make a realistic layout and budget before you commit to furniture hire or send out invitations.
Give your caterer a workable setup
Discuss the venue with your caterer before finalising the menu. A site with a kitchen and reliable refrigeration offers different possibilities from an open field where the team will prepare and serve food from a temporary setup. Confirm what they’re bringing and what they need you to arrange, including their water and electricity requirements.
Cold storage deserves its own conversation, particularly when food deliveries arrive well before serving time. Work out how much space the caterer needs and whether the bar will require separate storage for drinks. Keeping these arrangements clear helps both teams organise their stock and access it during service.
Fancy Flush’s mobile fridge hire gives organisers additional chilled storage at the event site. Confirm the unit’s power requirements and positioning with the team, and arrange for it to be ready before the deliveries that need refrigeration arrive.
Plan bathrooms around the full celebration
Check the bathrooms already available and consider how they will serve your event. Their location may work well for the usual office day or weekend club activities, while a function spread across a large outdoor area may benefit from additional facilities closer to the guests.
Use Fancy Flush’s toilet calculator to get an initial estimate based on your expected attendance and event duration. Include the full time guests are likely to stay, especially if the programme moves from lunch into music and dancing later in the day.
You can then discuss the estimate with the Fancy Flush team, along with your existing facilities, guest requirements and plans for food and drinks. The company’s range includes VIP toilet trailers, accessible units and handwashing stations, allowing you to choose facilities that suit the function.
Mark their proposed positions on your layout so your supplier can assess access and installation requirements before delivery.
Make it easy for guests to settle in
Think through the event from a guest’s arrival. People should be able to find the entrance, reach the gathering area comfortably and see where refreshments are being served. If parking is some distance away, explain the route in your event information and consider how guests with limited mobility will reach the celebration.
Plan seating for the way people will spend their time. A long lunch needs enough comfortable places for everyone to eat, while an afternoon function may call for additional shaded seating where colleagues can talk. Position drinking water where guests can reach it easily throughout the event.
For an evening function, include lighting along the routes to bathrooms and parking. Walk those routes during your site visit and flag any uneven surfaces or steps that need attention.
Agree on a practical weather plan
An outdoor December function needs arrangements for both hot weather and rain. Speak to your venue and marquee supplier about suitable cover, then check how a change in weather would affect the rest of the setup.
Your covered area should accommodate the activities you intend to move under it. If guests will eat there during a shower, allow room for the tables and food service as well as the people. Consider the routes between the shelter and the bathrooms so that everyone can continue using the facilities comfortably.
Decide who will monitor conditions and make any changes to the setup. Sharing that responsibility with a named person gives suppliers and staff a clear point of contact on the day.
Coordinate deliveries before the site gets busy
Once the layout is agreed, share it with your suppliers and confirm the delivery order. Larger trailers and equipment may need to reach their positions before furniture or other structures occupy the access route. Check gate widths and ground conditions with the relevant suppliers, and keep the agreed route available.
Give each supplier the same on-site contact and make sure someone will be there to receive deliveries. Confirm collection arrangements at the same time, including who will provide access once the party has finished.
November is a useful time to put these plans in motion for your December celebration. Gather your guest estimate and venue details, then request a quote from Fancy Flush for the facilities you need. With those bookings arranged, you can build the rest of the function around a space that’s ready to welcome everyone.