The party to end all parties…

It may be coy to say this of the retirement party, but that is in fact what it is – the last office party that the retiree will ever go to, the party to end all parties.

Retirement parties celebrate the unique contribution that an individual has made to an organization. They offer an opportunity to recognize career achievement and reflect on the changes that a company has undergone, due in part to this employee. But they are also a time to recognize the relationships that were formed and the bonds that exist beyond the work.

Preparing to send a co-worker off in style takes more than paper plates and a grocery store cake. Retirement parties, big or small, should be tasteful, thoughtful and fun for all.

Raise a glass…

Party planning is often left to professionals because the work is really in the details. Thankfully, co-workers and family often work together to organize a retirement party, allowing for a ‘divide and conquer’ approach.

There are five basic pieces to every retirement party. Taken and broken up between organizers, they are the building blocks for a successful event.

1. Notes on the Retiree - Who are they? This may seem like a silly question, but people are amazingly complex and no one knows them inside and out. With several heads involved, the group should be able to map out what the individual likes, dislikes, is passionate about, dreams for the future and more.

   Things to consider here are how outgoing is the individual – will they want to be the center of attention? Do they have a favorite restaurant, movie, hobby, etc, that should be the location or theme of the event? Do they have big plans after retirement like travel that should be reflected in the gift?

   Spending some time brainstorming can put party planning on the right track from the start.

2. Budget – With ideas in hand, the budget is usually the next big decision. How much will the company cover, will guests be willing to pay to attend or chip in for a gift? These questions are all important as the budget impacts all areas of the event. It’s best to set a total dollar amount and then leave room for flexibility in how the money is spent. For example, getting the best location may mean spending more, but money could then be saved on decorations.

3. Location – The budget impacts the location for the event. When budgets are small, parties can be thrown in the office, at a co-worker’s home or even outside at a park or beach (depending on the time of year). Restaurants are also good as guests can pay their own costs. Some restaurants have private rooms that are perfect for events and can be booked for no extra cost.

   The biggest thing to consider when booking the location is how the space is organized. Generally, guests want to mingle and chat, so room to move around and small pockets of seating is often best.

4. Theme – When it comes to theme, saving the ‘cheese’ for the buffet table is the way to go. It’s easy to get caught up in paper cutouts and retirement jokes, but that’s not the kind of thing anyone wants to remember. Steer clear of cheesy themes in favour of one that has special meaning for the guest of honour. Here are some theme ideas…

   Back to the future
   Celebrate the year the individual joined the company by dressing the part, finding old pictures and blowing them up and using company mementos or even equipment from the era as decorations. A 70s polyester pantsuit, 80s telephone or 90s computer go a long way to stirring up memories.

   Things that don’t work
   Like the guest of honour, there are many things that don’t work anymore. Have every guest bring a few items from their household, and perhaps that fax machine from the office, that don’t work. Think of pens, technology items, hairdryers, etc.

   No more days off
   The trouble with retirement is that you never get a day off.

   The Roast
   Only good for those who enjoy being the center of attention, a roast is a mainstay for retirement parties. Meet with other co-workers and brainstorm jokes and comments on the individual. A roast is generally not tightly scripted, so the emcee must be good at controlling and directing the comments. Office politics, achievements and embarrassing moments are all on the table for a roast.

   Teacher, teacher…
   Keep in mind that simply offering heartfelt appreciation for someone may be the best theme of all. Plan a round of toasts where guests can tell the honoree what he or she did that changed their life.

5. Gift – Choosing the right gift is often the most difficult part of planning the retirement party. Many etched figurines sit collecting dust on bookshelves as a result of last minute purchasing.

   The gift idea often comes out of the note-taking stage, a universal translator for the world traveler, a gift card to the local plant nursery for the novice gardener or perhaps dances lessons for the closet polka nut. Beyond that, there are creative and meaningful ways to leave a lasting impression.

   The Money Tree
   The simplest and often most visually intriguing gift is the money tree. Have every guest throw in a couple of five dollar bills. Fold the bills into leaf shapes and attach them to several branches planted in a pot. Let the retiree know that all these years they worked for nothing, money truly does grow on trees!

   The Spare-Time Survival Kit
   For those who fear that retirement may get boring, build a spare-time survival kit. Start with the basics for around the house, like books, dvd’s and games. Then add things to encourage the retiree out of the house, like movie tickets, pottery classes and coffee cards. Complete the kit with free items like a community recreation guide, calendar of events for the city and restaurant reviews.

   The Office Diorama
   We all know that the office is a complex environment, full of mystery, suspense, drama and danger. Give the retiree a gift that will keep them involved in the action – directing what happens – with a diorama. This isn’t a gift suggestion for the untalented because building a good one will require creativity. But imagine the impact that a scale model of the office complete with Bill from accounting at the watercooler, Sue from HR at the copier and boss Stan peering through his blinds. Make each person moveable so that scenes can be played out, but keep the entire diorama small enough that it could be hung on a special wall.

With these ideas, throwing a great retirement party should be easy. Sometimes all you need is a suggestion to get the creative process underway. Just remember – for the organizers, this is another day, a special one, but just one in a string. For the retiree, this is a big deal. This is the day they let go of a big part of their life and recognizing that is the most important part in any party.