Organise A Christmas Party | A Complete “How To” Guide
Whilst it’s not right now the season to be jolly and to host a cracking Christmas party, planning needs to start very early if you want to ensure your Christmas Party runs smoothly!
If you're feeling a bit overwhelmed at the thought of organising your festive event, don't worry as in this article, Villiers Hotel, based on their vast experience in managing Christmas parties
Your guests will not only be thanking you but will be talking about the party well into the new year, trust us on that!
We hope you enjoy the read.
Why Start Planning Early?
Let's be honest, the festive season gets booked up faster than hot mince pies sell out at the bakery so starting your party planning early gives you major advantages.
You'll have your pick of venues before they're fully booked, entertainment options will still be available, and you'll avoid those last-minute price hikes that make your wallet weep.
Leave it until November to book a restaurant or venue and you might just find you end up with a Tuesday night booking and half your friends being unable to make it!
Give yourself at least two months of planning time for a decent sized gathering, longer if you're dreaming of something spectacular.
Setting the Foundations: Budget, Date and Guest List
Sorting Your Budget
Before you start dreaming about ice sculptures and celebrity DJs, let's talk money. Setting a realistic budget is crucial as Christmas is expensive enough without blowing the bank on one night!
Start by deciding on your total budget, then divide it into categories like venue hire, food and drink, decorations, entertainment. Don't forget that all important contingency fund.
About 10 to 15% extra as a buffer for those unexpected costs is a sensible approach.
Remember that December often comes with premium pricing, so what might seem reasonable in July could be eye wateringly expensive during the festive season.
Picking the Perfect Date
Finding a date that works for everyone is like trying to solve a particularly tricky Christmas cracker riddle.
Avoid the week immediately before Christmas, people often have family commitments by then. Weekends in December book up quickly, so consider a Thursday or Friday evening if you're struggling to find availability.
We’ve found that early December weekends tend to work best, people are in the festive spirit but not yet run ragged by seasonal commitments.
Send out 'save the date' notices as early as September to get into people's diaries before they fill up with competing events.
Creating Your Guest List
Be realistic about how many people your venue can comfortably hold. There's nothing worse than a party where everyone's packed in like Christmas tree ornaments in January's storage box.
Consider the size of your venue, your budget per head, and the mix of people. Will they all get along?
Is it a good idea to invite your outspoken aunt and your sensitive colleague to the same gathering? If you're on a tight budget, be selective rather than trying to cater for the masses on pennies.
Finding the Right Venue
The venue sets the tone for your entire party. Are you after cosy and intimate or grand and spectacular?
In Buckingham, Villers Hotel are the areas Christmas Party specialists!
Your home might be budget friendly but you'll need to tidy up and perhaps deal with the aftermath whereas a private room in a restaurant or pub offers convenience but often comes with minimum spend requirements.
Hired halls or community spaces give you flexibility but may need more decorating to feel festive so when viewing potential venues, look beyond the tinsel. Is there enough space for the activities you've planned?
What about parking and public transport links? Is it accessible for all your guests? Does it have the facilities you need?
Ensure to check the practical elements as well as the aesthetics.
Creating a Festive Theme
A theme can tie your whole party together and make planning decisions easier.
Your theme should influence your decorations, food choices, music, and even the dress code if you're having one.
A Winter Wonderland theme with whites, blues and silvers creates an elegant atmosphere, while traditional Christmas reds, greens and golds offer cosy nostalgia.
For something different, consider themes like an après ski lodge with hot cocktails and comfort food, or a 1920s Christmas for glamorous vintage vibes.
The theme doesn't need to be overly complicated, sometimes a simple colour scheme is enough to create coherence across your event.
Food and Drink: Keeping Everyone Merry
The food and drink will likely be the biggest chunk of your budget, so plan carefully.
Don't forget to check for dietary requirements early on. Nothing dampens the Christmas spirit like discovering your guest of honour can't eat anything you've provided!
Christmas Party Catering Options Catering Options for Your Event
| Catering Type | Pros | Cons | Best For |
|---|---|---|---|
| Full catering service | Professional quality, no work for you | Expensive, less personal | Larger, formal events |
| Buffet-style | Flexible, good for mingling | Can get messy, food may get cold | Mixed groups, casual atmosphere |
| Potluck | Budget-friendly, variety | Needs coordinating, unpredictable | Small, familiar groups |
| Canapés only | Elegant, reduces costs | Not filling enough for long events | Evening drinks receptions |
Festive Drinks
A signature cocktail or punch can be a lovely touch. Consider mulled wine or cider, which not only taste festive but make the venue smell amazing too.
Pre batching drinks can save you playing bartender all night and don't forget about non-drinkers! A hot chocolate station with various toppings can be a wonderful alcohol-free option that still feels special.
Always ensure there's plenty of water available, December parties can get warm despite the cold outside.
Decorations: Setting the Scene
Your decorations transform an ordinary space into a Christmas wonderland.
Focus on high impact areas, the entrance, food table, and any focal points in the room.
Lighting creates atmosphere more effectively than almost anything else, so invest in fairy lights, candles (real or LED), and strategically placed lamps.
You'd be amazed what you can achieve with some battery powered fairy lights, greenery from the garden, and carefully placed ornaments.
If budget is tight, concentrate on one stunning centrepiece rather than trying to decorate every surface.
For maximum impact, consider these key decorative elements:
- A welcoming entrance that sets the tone
- Beautiful table settings if you're having a sit down meal
- A focal point like a decorated tree or stunning centrepiece
- Ambient lighting to create the right mood
Entertainment: Keeping the Party Flowing
Entertainment keeps the energy up and prevents any awkward lulls.
Music is essential, whether that's a carefully curated Spotify playlist (budget friendly), a hired DJ (keeps things professional), or live music (creates a special atmosphere).
Even adults enjoy a bit of structured fun. A Secret Santa gift exchange might work well for groups who know each other, while Christmas themed quizzes can break the ice among less familiar guests.
Photo booths with festive props almost always prove popular and provide lovely mementos.
I once organised a 'decorate your own Christmas jumper' station with iron on transfers, tinsel and bells.
It was chaotic but brilliant fun and gave everyone something to chat about!
The Little Details That Make a Big Difference
It's the small touches that guests remember.
Personalised place settings if you're having a sit-down meal would add a thoughtful element and be a genuine, warm greeting for each guest as they arrive which sets the tone for the whole evening.
Consider the sensory experience too.
The scent of Christmas spices, festive music at just the right volume, and textures like soft throws if you're hosting at home all contribute to the atmosphere.
Creating a Timeline for the Evening
A loose schedule helps the evening flow naturally. Begin with arrival drinks and mingling for 30 to 45 minutes before any planned activities or entertainment.
Schedule food service at a sensible time, not too early before people are hungry, not so late that they're ravenous.
Share the rough timings with guests so they know what to expect, especially mealtimes. This helps people plan their evening, particularly if they need to make arrangements for getting home.
On the Day: Final Preparations
On party day, give yourself plenty of time for setup.
Have an emergency kit with safety pins, plasters, paracetamol and other essentials, something always goes slightly awry!
Check all electronics are working, prepare any food that can be made ahead, and make sure you have enough ice.
And most importantly, schedule in some time to get yourself ready without rushing. The host sets the tone, and if you're calm and enjoying yourself, your guests will follow suit.
After the Party: Wrapping Things Up
Send thank you messages to your guests and anyone who helped. Gathering feedback (even informally) helps you plan even better parties in future.
"What was your favourite bit of the evening?" is an easy way to start this conversation.
Don't forget to make notes for yourself about what worked well and what you might change next time. Did you run out of ice? Were there too many desserts and not enough savoury options?
These observations will be gold dust when planning next year's do.
Final Thoughts
Remember that the best Christmas parties aren't necessarily the most expensive or the most elaborate, they're the ones where guests feel welcomed, comfortable, and able to enjoy themselves.
Focus on creating a warm atmosphere with good company, plenty of cheer, and a thoughtful host, and you can't go far wrong.
Now, pop on some Christmas music and start planning your festive celebration (even if it is the middle of the year)
Your future self will thank you when December arrives, and you're cool as a cucumber while everyone else is panicking about their last-minute Christmas Party Arrangements!
For all THE BEST Buckingham Christmas Party options please do check out the CHRISTMAS PARTY PAGES here on our Villiers Hotel Website.
Cheers and thanks for reading.
Organising A Christmas Party | FAQS
How to throw an inexpensive Christmas party?
You don’t need a big budget to host a Christmas party everyone will remember. Keep costs down by picking a budget-friendly venue, making your own decorations, and creating a festive playlist instead of hiring a DJ. In the end, it’s the joy, laughter, and good company that make it special.
What is the best food for a Christmas party?
The best food is easy to serve, festive, and crowd-pleasing. Think bite-sized canapes, seasonal grazing boards, and traditional sweet treats like mince pies. If you're hosting a sit-down meal classics like roast turkey with all the trimmings always go down well.
How do you host an unforgettable Christmas party?
With a little planning you can throw a Christmas party to remember. Begin by choosing the right venue and setting the scene with festive decorations. Add fun extras like party games, a photo booth, or a Secret Santa swap to keep guests smiling. Serve seasonal food and drinks and think about entertainment whether it’s a DJ or live music. It’s those thoughtful touches and festive spirit that make all the difference.