Parties, picnics and themes
How to Plan a Company Holiday Party, Step by Step
Here's how to plan a company Christmas party without a December scramble: nine steps, from the budget talk in summer to the thank-you note in January. Each step lists the decisions you make and the details planners forget.
The short answer
Set the goal, the budget and the guest list first. Book the date and the venue by early fall, because the best December dates go first. Send invitations 4 to 6 weeks ahead, confirm food and activities two weeks out, and write a minute-by-minute plan for the day.
Started late? Pick a weekday, move the party to January or hold it in your own office. All three give you more open dates.
1. Decide what the party is for
A clear goal makes every later choice easier. A thank-you after a hard year, a first party for a team that just merged and a celebration with clients all need different formats. Ideas only work once you know which party you're planning.
Then decide who comes. Employees only is cheaper and simpler. If partners are invited, plan an evening. If they're not, keep the party in work hours, so nobody has to leave a partner at home on a Friday night.
2. Set the budget
Write the budget as a total and a per-guest number. Split it across the main parts:
- Venue. Free in your office. A restaurant or ballroom has a rental fee or a food and drink minimum.
- Food and drinks. The largest line at most parties.
- Activities and entertainment. The part guests remember.
- Sound and decor. A microphone for the toast, speakers, lighting and theme decor.
- Reserve. Keep some money back for late headcount changes.
If you hire a planner, ask how the price is built before you compare offers. Our process is on how we quote.
3. Pick the date and time
Fridays and Saturdays in late November and December book first, and venues charge more for them. A Tuesday to Thursday, the first week of December or a January date gives you more venues to choose from.
Lunch or evening? A daytime party keeps it work-only and short. An evening party feels more like an event, needs dinner and usually includes partners.
4. Book the venue
Your office is the simplest choice, but it has rules. Ask the building manager about loading hours, the freight elevator and a certificate of insurance (COI) from every vendor.
For a Capital Group employee social in its office, we got building access at 9 AM for a 2 PM start. We met the building's insurance requirements before the day.
If you want an offsite room, start early and visit before you sign. Our corporate event venues team checks space, power and load-in for you.
5. Choose the theme and activities
Pick the theme after the venue, so it fits the room. A theme that looks great in a ballroom can feel lost in an open-plan office. Then add one activity that gets people out of their usual groups: a race with a leaderboard, a photo booth or a gift swap.
Company holiday party activities
Book activities about two months out, when vendors still have December dates. For themes and games, see our list of office holiday party ideas.
6. Plan food and drinks
Match the menu to the time. Lunch needs a meal. An evening party needs real food, not only snacks, if there's a bar.
- Ask about diets. Collect dietary needs in the RSVP form.
- Set bar rules. Drink tickets or a bar that closes before the end keep the night under control.
- Offer good non-alcoholic drinks. A mocktail on the menu tells guests they don't have to drink.
- Plan the ride home. Share a ride code or arrange cars for late guests.
7. Send invitations
Send them 4 to 6 weeks ahead. December calendars fill fast. Include:
- Date, start and end time, address and parking.
- Theme and dress code.
- RSVP deadline and a field for dietary needs.
- Gift swap rules and whether guests can bring a partner.
Send a reminder a week before, with the final schedule.
8. Write the run of show
The run of show is a timed plan for the day. Write it down and share it with every vendor.
- Setup. Vendor arrival, load-in and sound check, with the building contact's phone.
- Doors and activities. When guests arrive and when the stations open.
- Food and the toast. When dinner starts, who speaks and for how long.
- Awards and last call. Prizes, the last song and the end time.
- Teardown. When vendors pack up and leave the building.
Name one person on your side who answers vendor questions during the party.
9. Follow up after the party
Send a thank-you message the next day with the photos. Announce the winners and share the scores. After the Capital Group social, we sent the client the final leaderboard. A two-question survey tells you what to keep for next year.
Holiday party planning checklist and timeline
Use this as a checklist and adjust it to your date.
- Summer to early fall. Goal, budget, guest list, date and venue.
- Two months before. Theme, activities, entertainment and caterer.
- Four to six weeks before. Invitations out.
- Two weeks before. Final headcount, menu and run of show.
- One week before. Vendor confirmations, building access and COIs, reminder email.
- The day before. Deliveries and setup where the venue allows.
Planning a company Xmas party on short notice
You can still plan a good party in November. Use your office, pick a weekday and choose vendors who can answer the same day. EF Academy booked our surf simulator for its luau party two days before the event, and it ran on the day.
Hand the planning to us
If you don't have time to run all nine steps, we can take them on, from the venue search to teardown. Our two bases are in Los Angeles and in Orlando, Florida, and we plan parties anywhere in the U.S., the East Coast and Florida included.
Company holiday party planning
We plan the night and run our own activities on it.
Company holiday party planning
Planning questions
How far in advance should you plan a company holiday party?
Start in summer if you want a Friday in December at an offsite venue. For a weekday party in your office, two months is enough.
How do you plan a party on a budget?
Hold it in your office on a weekday, keep it to employees and serve lunch, not dinner. Spend what you save on one activity everyone joins.
How much should a company spend on a Christmas party?
There's no standard figure. Set a total and a per-guest number, then split it across venue, food, activities, sound and a reserve, as in step 2. Your headcount, city and date move the total more than anything else.
What are good ideas for Christmas entertainment at a corporate party?
Pick one activity that mixes teams: a racing tournament with a leaderboard, an AI photo booth with holiday looks or a casino night with dealers. Add a host or a DJ for the toast and the music.
Who should plan the office holiday party?
One owner with a small committee works best. The owner makes decisions, and the committee brings ideas from different teams.
Should we serve alcohol at a work party?
That's your company's call. If you do, set limits, serve food and offer non-alcoholic drinks and rides home.
Can we invite families?
Yes, but plan for it. A family party needs activities for kids and an earlier end. A daytime party with activities for all ages works better for kids than an evening at a bar.
Tell us about your party
Send us the date, the city and your headcount. We'll check availability and suggest a plan that fits your room. Include the event type, date, city, guest count and budget. If the party is in your office, add the building's loading rules. Or call +1 213 912 1010
