Company Christmas Party Checklist
Organising a company Christmas party involves several interconnected decisions: the budget influences the venue, the venue affects the catering, and the number of guests has an impact on almost everything else. This checklist organises each step in the order in which it should usually be addressed, whether you are coordinating the event for the first time or simply want to make sure you have not overlooked anything important.
Company Christmas Party Checklist
| Stage | Decision required | What to confirm |
|---|---|---|
| Budget | Total available budget and allocation by category | Venue, catering, drinks, entertainment, decoration, audiovisual equipment, transport |
| Objective and format | Type of event | Seated dinner, cocktail reception, presentation, awards ceremony or a combination of different moments |
| Number of guests | Approximate number of attendees | Expected confirmations, possible plus-ones |
| Date | Preferred date or period | Employee and venue availability |
| Venue | Location that meets the defined criteria | Capacity, layout, access, parking, included services |
| Catering | Menu and drinks | Dietary requirements, service times |
| Invitations and RSVP | How and when guests should confirm attendance | Communication channel, RSVP deadline |
| Programme and entertainment | Structure of the evening | Speeches, music, games, prize draws |
| Decoration | Desired atmosphere | Elements provided by the venue vs. separately contracted items |
| Audiovisual | Technical equipment requirements | Sound, microphone, projection, internet connection |
| Transport and logistics | Employee travel arrangements | Own transport, organised transport, parking |
| Suppliers | Final confirmation of all contracted services | Dates, timings, contacts on the day |
Each of these points is covered in more detail in the sections below.
Define the budget
Set a total budget and allocate it across the main event categories before making other decisions: venue, catering, drinks, entertainment, decoration, audiovisual equipment and transport, where applicable. Establishing this allocation from the outset helps prevent one category from using up funds intended for another and makes it easier to compare different venues and suppliers.
Define the objective and format of the event
Before looking for venues, decide whether the main objective is an informal get-together, a more formal dinner, an event that includes a presentation of the year’s results, or a combination of these elements. The format, whether a seated dinner, cocktail reception or a mix of both, will determine the type of venue, room layout and catering style required.
Estimate the number of guests
Estimate the approximate number of guests before contacting venues or suppliers. This figure directly influences the required capacity, catering budget, room layout and the type of venue you should consider. An approximate estimate is sufficient at this stage, but it should be established before choosing the venue rather than afterwards.
Choose the date
Choose a date or period taking into account both employee availability and the availability of your preferred venue. December tends to be a particularly busy month for corporate events, so confirming the date in advance gives you more scope to compare different options.
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What to check before booking the venue
Once you have defined the budget, format, number of guests and date, check the following points before booking a venue for the company Christmas party:
- Capacity for your chosen format: the venue’s maximum capacity should accommodate both the number of guests and the event format, as a seated dinner requires more space per person than a cocktail reception.
- Room layout: confirm whether the venue can accommodate the required configuration, such as round tables, theatre-style seating, a dance floor, a stage or an area for speeches.
- Accessibility: check that the venue is accessible to all employees, including those with specific accessibility requirements.
- Parking and access: confirm whether private or nearby parking is available and how the venue is accessed from the main road.
- Included services: ask what is included in the venue hire fee, such as furniture, tableware and service staff, and what needs to be contracted separately.
- Catering: check whether the venue provides its own catering, recommends specific suppliers or allows you to use an external catering company.
- Available equipment: confirm which technical equipment is already available at the venue, including sound, lighting and internet access, and what may need to be hired separately.
- Timings: ask when the venue becomes available, how late the event can run and whether additional charges apply outside the agreed time period.
- Specific technical requirements: if the event includes a presentation, speeches requiring a microphone or content projection, confirm whether the necessary equipment is available or will need to be hired.
Organise catering, drinks and dietary requirements
Define the menu and drinks according to the event format and number of guests. Collect information about employees’ dietary requirements in advance so that the catering team can prepare suitable alternatives.
Send invitations and confirm attendance
Inform employees of the date, venue and event format sufficiently in advance so that they can make the necessary arrangements. Establish a clear communication channel and RSVP deadline so that you have a reliable final headcount before confirming the catering and room layout.
Plan the programme and entertainment
Structure the main moments of the evening: arrival, dinner or cocktail reception, any speeches or presentation of results, and entertainment such as music, games or prize draws. Defining the programme in advance makes it easier to coordinate with both the venue and suppliers on the day.
Arrange the decoration
Check with the venue which decorative elements are already included and which will need to be contracted separately. Align the decoration with the desired format and atmosphere of the event.
Confirm whether audiovisual equipment is required
If the event includes speeches, a presentation of results or content projection, confirm in advance whether the venue has the necessary equipment, such as sound, microphones, a projector, screen and internet connection, or whether this will need to be hired separately.
Organise transport and logistics
Assess whether transport should be arranged for employees, particularly if the venue is not easily accessible by public transport or if the event is expected to finish late. Also confirm the parking arrangements at or near the chosen venue.
Confirm all suppliers
Review the final details with each supplier, including catering, entertainment, audiovisual, decoration and transport: date, set-up time, event start and finish times, and contact details for the day of the event.
Checklist for the Final Days Before the Event
In the days leading up to the company Christmas party, reconfirm the following:
- Final number of guests with the venue and catering supplier.
- Set-up time and event start time with the venue.
- Availability and correct functioning of audiovisual equipment, where applicable.
- Direct contact details for each supplier on the day of the event.
- Transport and parking arrangements communicated to employees.
- Evening programme shared with everyone responsible for leading the main moments, including speeches, entertainment and prize draws.
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Frequently Asked Questions About Organising a Company Christmas Party
What information should I have before contacting a venue for a company Christmas party?
Before contacting a venue, it is advisable to define at least the approximate number of guests, the preferred date or period and the event format, whether a seated dinner, cocktail reception or a combination of both. This information allows the venue to quickly confirm whether it has suitable availability and capacity.
How far in advance should I start organising a company Christmas party?
There is no fixed timeframe, but the earlier you define the budget, approximate number of attendees and preferred period, the more scope you will have to compare venues and find availability, particularly on the most popular dates in December.
Should the number of guests be defined before or after choosing the venue?
The approximate number of guests should be established before choosing the venue, as it directly influences the required capacity, catering budget and room layout.
What should I check before booking a venue for a company Christmas party?
Before booking, check the venue’s capacity, room layout, parking and access, included services, catering options, available technical equipment and permitted event times.
Is audiovisual equipment necessary for a company Christmas party?
It depends on the event programme. If there will be speeches, a presentation of results or content projection, you should confirm in advance whether the venue provides sound equipment, microphones and projection facilities or whether this equipment will need to be hired separately.
Once these steps have been defined, the next step is to choose the venue that best suits the event format and expected number of guests.
