It’s the most wonderful time of year again….no not, Christmas, but Christmas party planning season! Think about it – in a couple of months the air will be filled with festive cheer and you’ll have already planned a memorable Christmas party. Whether you’re hosting a large-scale celebration or something more intimate, this blog post will guide you through the steps to plan an unforgettable Christmas party this year. Get ready to spread the holiday spirit!

Christmas Party Planning

The Initial Planning Phase

When you first start planning a party it’s important to iron out a few of the main details. It’s important to have some key things done right off the bat so you’re prepared for anything that my pop up in the lead up to your event.

Start planning as soon as you’re able to

Plan ahead! People start booking their Christmas party venues as early as January. There are usually a few key dates that everyone wants and venues will fill up quickly so if you know you can plan ahead, get going.

Decide on a budget

Before you do anything at all, you have to decide on a budget. Choosing a budget will help you determine how much you can spend on a venue, food and drinks, and entertainment. It can also take some time to get your budget approved if it has to go through several people so start working on this ASAP.

Figure out the date

As we said earlier, there are often a few key dates that everyone seems to want to have their Christmas party on. When deciding on a date, it’s best to have a few backups in case the venue you love isn’t available for your first choice. Being flexible will really help in the long run and you’re more likely to be able to book the venue you really love if you can be.

Find a venue

Next up is finding a venue! There are so many types to choose from. You can host your party in a large ballroom or opt for something cosier like a pub and have a lunch with all the fixings. There are activity bars that are great if you want to get your team involved in some games and there are some unique places you probably haven’t heard of before. VenueScanner has so many amazing Christmas party venues listed on the site, so we can help you find something if you need it!

Choose catering, food and drink options

Now that you’ve settled on a venue you’ll know how much budget you have for catering. Sometimes the venue you book will offer its own food and drink packages which makes it a lot easier to sort out. Make sure that you’re aware of any dietary requirements your guests may have. Most places can accommodate them if you let then know ahead of time.

Book or plan entertainment

If your budget allows and it fits with the vibe, why not book some entertainment? You’ll want some sort of music so people can dance, whether that’s a live band or DJ. If you don’t have a lot of budget left you can organise Secret Santa gift exchange for your team or host a Christmas trivia contest. The options are endless!

Send out save the dates

Once you’ve locked in your venue, send out save the dates so your guests can make sure to block out the date in their calendar. It’s important to do this because December can get pretty hectic. There is a lot going on and people often travel during that time of year. A simple calendar invite or email is perfect.

Create an itinerary

Odds are your guests will want to know what the day is going to look like. Creating and sharing an itinerary is great way to keep things on time. It’s also helpful if you have anything really important happening during your Christmas party. For example, if you’re going to be making speeches and you want everyone there during that part of the evening, you can note that down.

Send out the official invite

Perhaps the most important part of Christmas party planning is sending out the official invite. Send something special like a Paperless post or create an invitation on Canva. Let people know when to RSVP by, provide the location, timing of the event, dress code, and if there will be food and drinks (this is your change to send dietary requirements). This would also be a great time to share the itinerary!

One Week Before Your Party

Your event is so close! This is the time to sort out any list minute details!

Last minute prep

Now’s the time to make sure you have everything sorted for the day. Double check that the menu for catering is set, plan any signature cocktails you may want, and buy any decor you may need. If there’s anything you forgot, now’s the time to get it done!

Plan any speeches, thank you’s, awards, etc.

If you want to give a speech, make sure you have it written at least a week before so you can practice it. This is also a great time to write down a list of people you may want to thank. Some companies like to do a little ceremony where they hand out awards for employee of the year.

Send out a reminder

Make sure you send out a reminder for your party. Like we said earlier, December can be really hectic so a little reminder email is a great way to ensure no one forgets to attend.

Party Time!

Arrive early to ensure the venue is ready

If you don’t have an events team supporting you, make sure you show up to the venue a bit earlier than your guests to make sure everything is set up. You can also use this time to hang up any decorations or allow time for the DJ or band to get settled.

Enjoy!

It’s time to enjoy the party you’ve planned!

After the Party

Get some feedback from your team for next year

It’s never a bad idea to ask for feedback about your event. Send out a survey to attendees to see what they thought of the Christmas party. This is also an excellent time to find out what they’d like to do next year.

Start thinking about your next Christmas party

Speaking of next year…. It’s never too early to start planning your Christmas party!!