Company holiday party planning checklist: what to do and when

A company holiday party planning checklist is a timeline that works backward from the party date: lock the venue and budget first, send invitations about six weeks out, settle food, drinks and rides a month out, and finish with a run sheet for the night and a thank-you the week after. The parties people talk about in January aren’t the expensive ones. They’re the ones where nobody waited in line, everyone had something to eat and drink, and everyone got home safely.

The full checklist is below. First, the decision that shapes everything else.

Start earlier than you think

Holiday parties are the one event where everyone in town is competing for the same handful of Fridays and Saturdays. The good rooms and the good caterers book up first, and by the time most committees start asking, they’re choosing from what’s left.

After 25 years of running corporate events, I’d put it simply: if you want a specific venue on a December weekend, start looking in the summer. If you’re flexible on the date, you have a little more room. Either way, the venue and the date come before anything else, because every other decision depends on them.

Pick the date with your people, not the calendar

December Fridays and Saturdays are the obvious picks and the hardest to book. A few options that often work better:

• A weeknight in early December. Easier to book, often less expensive, and people are less likely to have three other parties that weekend.
• A lunch instead of an evening. Easier for people with kids, long commutes or evening commitments.
• January. A “new year” party avoids the December crunch entirely and gives people something to look forward to after the holidays.

Whatever you choose, check it against your own calendar first: year-end deadlines, big client deliverables and the days people traditionally take off.

Set the budget per person

The simplest way to budget a holiday party is per person. Decide what you’re willing to spend for each guest, all in, and work from there. That one number answers most questions: whether you can afford a plated dinner or stations, an open bar or drink tickets, a band or a playlist.

Remember the costs people forget:

• Service charge and tax on food and drinks, which can add a lot to the menu price
• Room rental or a food and beverage minimum
• Decor, centerpieces and signage
• Entertainment, photographer and any rentals
• Rides home
• Gratuities for staff who aren’t covered by the service charge

Decide early whether partners and spouses are invited. It can nearly double the head count, and it changes the feel of the night.

Keep it welcoming for everyone

Your team celebrates different holidays, or none at all. Calling it a “holiday party,” “year-end party” or “winter celebration” keeps the door open for everyone. The same goes for decor and music: festive and seasonal works for nearly everyone; heavily religious themes don’t.

Plan for people who don’t drink, too. A good mocktail or two on the menu (not just soda) tells guests they were thought of.

The alcohol plan and safe rides

This is the part of a holiday party that keeps me up at night, and it should get real attention from whoever is planning yours.

• Decide how drinks will work. Open bar, drink tickets, beer and wine only, or a cash bar after a set number of hours. Drink tickets and a defined bar window are easy ways to keep things in hand.
• Use the venue’s licensed bartenders. Let professionals serve, and make sure food is out the whole time the bar is open.
• Close the bar before the party ends. Last call 30 to 60 minutes before the end, with coffee and dessert after, gives everyone time to slow down.
• Make getting home easy. Ride share codes, a shuttle to a central spot, or a hotel block for people traveling in. Announce it in the invitation and again on the night, so taking a ride feels normal.
• Talk to your insurance agent and HR. Ask what coverage you have for an event you host and whether your policies say anything about alcohol at work events. That’s a question for them, not for a checklist.

Food and dietary needs

Ask about dietary needs on the RSVP, not at the door. A single question (“Any dietary needs we should know about?”) gives your caterer time to plan for vegetarian, vegan, gluten-free and allergy-safe options.

Label the food on buffets and stations. Someone with a nut allergy shouldn’t have to ask a server about every dish.

If you’re doing a plated dinner, offer at least one vegetarian main as a choice, and get the counts to the caterer by their deadline.

Entertainment, photos and the moments that matter

You don’t need a big production. You need a few moments that give the night a shape:

• A short welcome from a leader. Two minutes. Thank people for the year.
• Something to do. A photo backdrop, a game, a few awards, live music or a DJ. Pick one or two, not five.
• Photos. Hire a photographer or assign someone who will actually do it. Get group shots early, before people start leaving. These are what you’ll use for next year’s invitation.

If you have any awards or recognitions, keep them short and keep them fun. A 40-minute awards program at a party is how you lose the room.

Your company holiday party planning checklist

4 to 6 months out

• Set the budget per person and the guest list (with or without partners)
• Pick two or three possible dates
• Tour venues and get quotes, including minimums, service charges and what’s included
• Book the venue and sign the contract

2 to 3 months out

• Book the caterer if the venue doesn’t provide one
• Book entertainment and a photographer
• Decide on the drink plan
• Pick a look for the invitation, signage and any printed pieces, and use it everywhere

6 to 8 weeks out

• Send the invitation with date, time, place, dress code, RSVP deadline and the ride plan
• Include the dietary needs question on the RSVP
• Set up the ride share codes, shuttle or hotel block

3 to 4 weeks out

• Send a reminder to people who haven’t replied
• Finalize the menu and the bar plan with the venue
• Plan the welcome and any awards
• Order decor, signage and name badges if you’re using them

1 week out

• Give the final head count and dietary counts to the venue
• Write the run sheet and share it with everyone working the night
• Confirm every vendor’s arrival time and contact on the day

Day of

• Arrive early to walk the room, check signage, test the microphone and music
• Brief the bartenders on the drink plan and last call
• Put someone at the door to greet guests
• Get the group photos early

Week after

• Send a thank-you email to everyone, with a few photos
• Thank your vendors
• Write down what worked, what didn’t and the final per-person cost, while it’s fresh
• Put a hold on next year’s date

The day-of run sheet

A run sheet is a one-page timeline of the night that everyone working it can see. It lists the time, what happens, and who’s responsible. Something like this:

Adjust the times to your night, but keep the shape. The run sheet is what lets the planner enjoy a little of the party instead of chasing every question.

Frequently asked questions

How far in advance should you plan a company holiday party?

Start four to six months out if you want a December Friday or Saturday at a popular venue. Smaller, flexible parties can come together in two to three months, especially on a weeknight or in January.

How much should a company spend per person on a holiday party?

There’s no single right number. It depends on your city, the venue, the time of day and whether drinks are included. Set your own per-person budget first, then ask venues what they can do for it. Remember to add service charges, tax and rides home.

How do you keep a holiday party inclusive?

Call it a holiday or year-end party, keep decor seasonal rather than religious, ask about dietary needs on the RSVP, offer good non-alcoholic drinks, and pick a time that works for people with families and long commutes.

Planning a holiday party for your company or your members? It’s one of the events we take on each year, from the venue and budget to the run sheet and the thank-you. If you’re an event planner who needs an extra set of hands for the season, we also work behind the scenes for planners. Request an introduction.