Company Christmas Party Checklist
A Christmas party is a great opportunity to celebrate the holidays with your coworkers, friends, and family. It’s also a great excuse to throw an epic party! Hosting a holiday event can be stressful and overwhelming, but it doesn't have to be. Here’s a detailed checklist to guide you in planning the best company event.
Set a Date and Time
Choose a date that does not conflict with other major holidays or events such as Thanksgiving and Christmas. Sometimes it's hard to find an open spot on these days, so if possible try to avoid them altogether (but don't worry too much about it—we'll get into more specifics below). To decide on the best date and make the decision faster, you can also create an employee survey using social media or online survey tools.
Create a Budget
To create a budget for your company Christmas party, you'll need to consider the following:
Food and drinks. This is a big part of any event and should be factored into the total cost of your party. If you're planning on serving food or drinks, it's important to keep track of how much each person will spend on their meal or drink (and make sure they get charged accordingly).
Entertainment. You can look for DJ, ask an influencer to host, or request for a celebrity to sing. Entertainment adds an element of fun to any gathering—but it also takes up some space. Rent a location that’s big enough for everyone to gather around tables and dance under the stars if that’s part of your plan. Be sure that whatever entertainment you choose doesn't take up all of your allocated space!
Audio Visual Equipment. Don’t allow your party to fall flat because of poor sounds and lighting. Look for and invest in the best AV equipment, so attendees can enjoy the party without annoying technical problems. Excellent AV may include special features such as projection lighting, gobo lighting, and LED video walls.
Book a Venue
Book a venue: You want to make sure that the place where you are having your party is accessible and big enough for everyone. You also need to consider how far it is from public transportation and whether there's enough parking space.
Send invitations.
Be sure to send invitations at least a month in advance of your event so that people have time to RSVP and note the event on their calendars. Include details about the party, such as location and time. Don’t forget to send RSVP instructions (e.g. reply to this e-mail) on the invitation itself or inside an attached sheet. If you’re planning to have multiple locations in case of after-hours events, include this additional information as well.
Plan the Food and Drinks Menu
Your best bet is to ask for recommendations on the best caterers through credible online reviews or through people you know. You can also ask to have a food tasting session to ensure that they can actually deliver on their promise. Before deciding on food, consider the dietary restrictions of your attendeess: if they have allergies or special diets (vegan), if they prefer certain types of meat products like chicken legs versus beef ribs; if they can’t eat certain foods because of religious traditions, and more.
Book Entertainment
Consider the age of your employees—what kind of entertainment will cut across all age brackets? Another thing to consider is if the venue has enough space for the entertainment you want to provide. Book your talents early so that you can get someone with proven experience in performing at holiday functions. Or you can check social media pages for bands around town who might fit into your budget range.
Book a photographer.
Pics or didn’t happen! You want to preserve the memories of a fun Christmas party by hiring a professional photographer. Hire someone whose specialty is corporate event - someone who knows how to anticipate moments before their happen, who knows their way around different lighting conditions, and who has a portfolio of photos that suit your event.
Decorate the Venue
As you plan your Christmas party, don’t forget to think of a unique theme so you can decorate accordingly. You’ll definitely have different decorations for a “Christmas Around the World” theme and a “Storybook Christmas” theme. Find creative ways to incorporate your theme in the smallest details of your event. For example, if you’re going for a “Winter Wonderland” theme, you can use hanging snowflakes for the ceilings or give out snowglobes as party favors.
There are many details to consider before you can host a successful holiday party. We hope that this checklist will help you along the way with your next corporate Christmas party!