The festive season might feel ages away, but companies that want to book caterers and great venues for the year-end functions don’t have the luxury of time.

Caxton Network News spoke to events planners Cheyna Ross, owner of She’s Cheyna, and JP van Schalkwyk, founder of Up A Tone Events, for their advice on creating successful year-end celebrations.

Both say the focus is shifting away from expensive parties towards experiences that create connection and lasting memories.

Ditch the black tie and evening dresses

Ross says one of the biggest changes she has seen is a move towards experience-driven functions rather than traditional formal gatherings. She says companies are focusing more on appreciation and connection instead of extravagance.

She adds that interactive elements such as live entertainment, food stations, games and team activities are becoming increasingly popular.

“Smaller, more personalised events are also becoming more common, rather than large one-size-fits-all gatherings.”

Daytime and family-friendly celebrations are also gaining popularity, particularly as companies consider employee well-being and work-life balance. Ross says they are often more cost-effective and accessible for employees with families. Companies are also seeing better attendance and engagement at daytime functions.

Big ideas for smaller budgets

With many companies facing financial pressure, Ross says memorable events do not need to come with a large price tag. She suggests choosing team experiences that encourage interaction.

Trivia competitions, Amazing Race-style challenges or community outreach projects can be highly memorable without requiring a large budget, she says.

Affordable options could include:

• Team lunches or brunches with personalised touches
• Picnic-style gatherings
• Office courtyard celebrations
• Potjie competitions
• Themed dress-up days or interactive games

Ross says small gestures can also make a difference. “Thoughtful gifts paired with a sincere thank-you message from management can leave a lasting impression.”

Making everyone feel included

Modern workplaces often include employees of different ages, personalities and interests. Ross says flexibility is key when planning an event that appeals to everyone.

She suggests offering a range of activities rather than expecting all employees to participate in the same way.

“For example, a sports-themed day at a local sports field could include different activities with varying energy levels, from something relaxed like lawn bowls to more active options such as inflatable soccer,” she says.

Successful events, she adds, should allow people to take part in ways that feel comfortable for them, with optional activities and spaces where employees can socialise at their own pace.

Trends bringing a fresh approach

Van Schalkwyk says: “The bar has shifted. Teams don’t just want a party; they want to feel something.”

One trend he highlights is wellness-focused events, where companies begin celebrations with activities such as guided breathwork or yoga before moving into the social aspect.

Immersive themes are another option, replacing standard dress codes with fully themed experiences, where décor, costumes and entertainment create a different atmosphere.

Giving back as part of the celebration

Van Schalkwyk says some companies are also adding community-focused activities to their events. “Pure celebration is great, but companies that weave a giving-back element into their function always tell us it’s the part people remember most,” he says.

Avoid leaving planning too late

Ross says one of the most common mistakes businesses make is delaying the planning process. “Leaving planning too late limits venue availability and increases costs,” she says.

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