An Office Christmas Party Planning Checklist for a Seamless Event

By Aneeza Qureshi /London Venue Expert

Sun 7th May 2023 Corporate Venues

An Office Christmas Party Planning Checklist for a Seamless Event


A private Christmas party at The Ned London


With the festive season showing up earlier every year, there’s no better time to plan your Christmas office party than right now. No matter which side of the pond you’re on, creating an off-the-chart event takes time and thought. In fact, most corporate companies we work with start planning their holiday events in April or May.

In this article, we’ll walk you through a simple 10-point checklist to help you deliver a party that would certainly get you on ol’ Saint Nick’s good-list.

  1. Start Planning ASAP: Let’s face it, leaving your planning to the month before is a no-go. With venues being busier than ever during Christmas, booking as early as January gives you a head start when booking your perfect venue. The earlier you book, the more freedom you’ll have around dates, venue choice and time when booking any additional vendors and services.
  2. Find Out What Your Budget Is: When planning your party, make sure you speak to whoever handles the budget first. Knowing the money you have to work with means avoiding those tricky conversations with management around overspending or sacrificing the quality of your event. Be realistic about what you can achieve within that scope. Does it make sense to host your event at a large venue or is it better to stick with something simple like a small restaurant?
  3. Book Your Ideal Venue: This one is a biggie. Once you’ve squared away your budget and ideal date, it’s time to find yourself a venue. Think about the number of people you plan to invite. This will help when deciding on the size of the venue you need. Will your colleagues be invited with a guest? Will you need a venue with presentation capability? Are you planning more of a gala-style event or something akin to a casual cocktail party?
  4. Pick Your Theme: Once you’ve sorted the above logistics, you can start to get creative. Choosing a theme is the foundation of any event, helping you to deliver a fun, lively atmosphere for your guests to enjoy! Seeing as this is a holiday party, go with a classic theme like a winter wonderland or a riff on The Night Before Christmas.
  5. Invite Your Guests: What would your party be without guests? Once you’re booked in with your venue, it’s time to decide when you’ll invite your attendees. If you want to get ahead, send out festive save-the-dates or emails to give guests a few months’ notice. Otherwise, sending invitations 6-8 weeks out is standard. If you send them out with more notice, a reminder to RSVP will be necessary.
  6. Plan A Menu Everybody Will Love: When it comes to Christmas meals, we don’t know about you, but we want to know the menu! A well-planned menu can be the difference between an event’s success or a total flop – so make sure you have your guests in mind when planning this part. When planning your catering, ask your attendees about any dietary requirements or preferences. That way, you’ll be able to choose a menu everyone can enjoy.
  7. Find The Perfect Entertainment: DJ? A live band? Karaoke? Maybe all three? As well as music, you could also include fun interactive items like champagne towers, virtual reality sets, photo booths, or indoor games to bring your guests together.
  8. Kit Out Your Venue: Settled on a theme? Then it’s time to start dressing your venue. For a traditional approach, a Christmas tree complete with fairy lights and baubles is a fantastic central feature. If your venue doesn’t have any existing Christmas decor, you might be able to hire a Christmas tree, wreaths, and more. Alternatively, hire companies often have plenty of cool and interesting ideas for holiday decorations.
  9. Make Sure You Plan for the Weather: If you’re in Australia, it’s important to plan for the weather. Outdoor venues are a great idea as long as ample shade prevents guests from overheating. If you’re set on an indoor party, you’ll need to make sure your venue has a good air-con, to ensure a super cool celebration!
  10. Arrange Safe Transport: Your party was a success. Everyone had a blast. But how are they getting home? Organising buses or taxis to transport guests home or encouraging ride-sharing apps are all great solutions to ensure guests get home worry-free.

There’s a ton to think about when planning your office Christmas party, but with this checklist, you can organise a seamless event that everyone will enjoy. So on behalf of everyone here, we wish you and your colleagues a wonderful festive season.

We’ve got you covered if you’re looking for the ideal location for your office Christmas party. Simply reach out for a free, personalised recommendation in your area.

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