Corporate Christmas Party Planning Checklist

Planning a fantastic festive event to thank your team can sometimes feel overwhelming.

That’s why our Corporate Christmas Party Planning Checklist is here to help, covering all the key points you need to consider.

Having hosted many memorable company celebrations here at Villiers Hotel, we’re excited to share our knowledge and tips with you.

Read on for great advice to make your Christmas party a success!

Ultimate Work Christmas Party Planning Guide

1. Set Your Budget

Start by determining how much you’re willing to spend overall, then break it down by key areas like venue hire, catering, entertainment, and décor.

Having a clear budget early on will help guide every decision and keep you on track.

2. Choose A Date

Pick a date that gives guests plenty of notice  ideally in late November or early to mid-December.

Check for internal scheduling conflicts, upcoming deadlines, and be mindful of peak seasonal pricing.

It’s also worth collaborating with your team to agree on a date that works well for everyone.

3. Pick The Perfect Venue

Choose a venue like Villiers Hotel in Buckingham that fits your theme, budget, and guest numbers.

Consider practical details like location convenience, in-house catering, bar service, entertainment options, and on-site event support.

Ask about packages, accommodation, parking, and accessibility early in the process.

It’s also worth seeing if the venue can provisionally hold your preferred date while you finalise numbers.

4. Send Out Invitations

Once your date and venue are confirmed aim to send out invitations as early as you can.

Digital invites are often quicker, more eco-friendly, and cost-effective, making email a great option.

Be sure to include all the key details such as the time, location, dress code, RSVP deadline, and any plus-one information.

5. Finalise Your Guest List

Knowing how many people you’re expecting helps you plan everything from seating to catering.

It also helps the venue set up the space appropriately and offer the best package for your numbers.

6. Confirm Dietary Requirements

It’s essential to collect guests’ dietary needs in advance.

Share this information with your caterer or venue team to ensure everyone is catered for, especially for allergies or specific dietary preferences.

7. Arrange Food And Drink

Whether you’re planning a festive sit-down meal, buffet, or canapés with cocktails, tailor your food and drink to suit the style of your event.

Check with the venue about seasonal menu options, available package upgrades, and make sure they can accommodate any dietary requirements.

8. Plan Travel & Accommodation

Make it easy for guests to plan their evening by sharing details on nearby hotels, taxi services, and local transport options.

If you’re covering the cost of accommodation for delegates, be sure to communicate this clearly.

If your venue offers on-site rooms consider reserving a block in advance for added convenience, just remember to check availability and terms early on.

9. Decide On A Theme

A theme can bring your party to life from a Winter Wonderland to a Festive Fiesta.

It helps guide your décor, dress code, and entertainment choices while adding a fun, immersive touch.

10. Book Entertainment Or Activities

From live bands and DJs to casino tables, comedians, or magicians, entertainment sets the mood.

Consider interactive options too like games, quizzes, or photobooths to keep guests engaged.

11. Create A Playlist

Music plays a big role in setting the mood for your event.

If you’re not hiring a band or DJ, create a playlist that builds the right atmosphere from background mingling music to dancefloor favourites.

Make sure your song choices are appropriate for the group, and consider asking team members for their input to keep everyone feeling involved.

12. Write A Party Timeline Or Schedule

Plan the flow of the evening from welcome drinks and dinner timings to speeches, entertainment, and last orders.

Share this with your venue or planner to keep the night running smoothly.

13. Assign Roles Or Hire A Party Planner

If you’re planning your corporate Christmas party with your team make sure someone is assigned to oversee tasks on the night, such as coordinating suppliers and managing guest arrivals.

Alternatively, consider hiring a professional event planner to take care of everything for you.

14. Organise Decorations

Set the tone with festive décor that reflects your theme.

Think fairy lights, centrepieces, garlands, table runners, and even personalised touches like branded signage or a statement Christmas tree.

15. Prepare For Speeches Or Toasts

If speeches or thank-yous are on the agenda make sure the speakers know their timings and have access to a mic.

Keep them short, heartfelt, and relevant.

16. Consider A Gift Or Party Favour

A thoughtful gift for each guest or party favour adds a memorable finishing touch.

It doesn’t need to be costly, just a simple gesture that captures the festive spirit.

17. Check Everything Before The Event

A smooth event often comes down to the small details so make sure all equipment and technology are tested ahead of time.

This includes microphones, speakers, screens, projectors, lighting, and Wi-Fi. It’s always worth doing a run-through with the venue team to catch any issues before guests arrive.

18. Have A Back-Up Plan

Especially for winter events always prepare for the unexpected like travel disruptions or last-minute no-shows.

Choose a venue with indoor flexibility and check cancellation or refund policies.

19. Follow Up With Guests After The Party

Send a thank-you message to all your team members for attending.

It’s also a great opportunity to gather feedback and begin planning for next year’s event.

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We hope you’ve found our ultimate guide to corporate Christmas party planning helpful and a great starting point for your festive preparations. 

For another great related read check out our sister properties article on Fun Work Christmas Party Ideas.

Wishing you a fantastic event filled with joy and memorable moments.

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Corporate Christmas Party Planning Checklist | FAQS

How much should a company spend on a Christmas party?

The budget for a corporate Christmas party varies depending on company size, culture, and goals. Generally, setting a per-person budget helps control costs and ensures fairness. Consider factors like venue, catering, entertainment, and gifts. Align the budget with what feels appropriate for your company and team.

What is the best entertainment for a corporate Christmas party?

The best entertainment depends on your team’s preferences and the party atmosphere you want to create. Live bands or DJs work well for dancing and energy, while magicians, photo booths, or interactive games can add fun and engagement. If budget is tight, curating a great playlist with well-timed music can also set the right mood. Always consider your guests’ tastes and the venue’s facilities.

How do you make a office Christmas party fun?

To make your office Christmas party fun, focus on creating an inclusive and welcoming atmosphere. Include activities like festive mocktail classes or party activities to get everyone involved and interacting. Thoughtful decorations and a carefully chosen playlist will help set the festive mood. Providing a variety of food and drinks ensures all guests feel looked after. Above all, encourage participation and keep the vibe enjoyable for everyone.

What catering options are best for a work Christmas party?

The best catering options depend on your party’s style and budget. Sit-down dinners offer a formal and elegant setting, while buffets provide variety and encourage casual mingling. Adding extras like a canapé and drinks reception can give your event a special touch. Be sure to check dietary requirements with your guests and select menus that accommodate vegetarian, vegan, and allergy-friendly preferences. Including festive favourites such as mulled wine and traditional Christmas dinner can also help capture the true spirit of the season.