Are you planning an office Christmas party?
It’s a brilliant opportunity to reflect on the year’s highlights, promote the company culture, and unwind after a year of hard work.
Whether you’re aiming for a casual gathering or an elaborate event, getting the details right can make all the difference. To help you get started, we’ve put together some tips to ensure your party is a success and leaves everyone in the Christmas spirit!
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1. Make a Headcount
Start by doing a quick headcount of your employees to estimate how many people are likely to attend. This estimate will guide many of your decisions, from venue selection to catering. At this stage, you don’t need a final count, just a rough idea.
Will partners or plus-ones be invited? Depending on the size of your company, this might not be feasible. If the main goal of the event is to strengthen relationships among employees, you might decide to keep it staff-only. However, inviting partners will increase the number of attendees and the overall cost, so it’s worth considering your budget carefully.
2. Confirm the Budget
Before diving into the planning process, decide on the overall budget for the event. At this stage, an estimate is fine. The easiest approach is to compare it to last year’s budget and adjust it based on the expected size of this year’s party, whether that means increasing or decreasing it.
If you don’t have a previous budget to refer to, you’ll need to calculate it from scratch.
Pro tip: When setting your budget, break it down into fixed costs (expenses that remain the same regardless of how many people attend, such as venue hire) and variable costs (expenses that depend on the number of attendees, such as food and drink). This will give you a clearer picture of your spending and help you plan effectively.
3. Pick a Date
Choose a date for the Christmas party and start planning as early as possible. Remember, every company in your area will likely be eyeing the same popular dates.
It’s a good idea to outline a couple of potential dates between late November and mid-December. If you’re not the company manager, make sure to confirm these dates as soon as possible to avoid scheduling conflicts.
The success of your event often depends on when and where it takes place, so it’s worth giving this decision plenty of thought.
When it comes to scheduling, Thursdays, Fridays, and Saturdays tend to be the most popular options. Each comes with its own pros and cons:
Thursday
Hosting an office party on a Thursday often means more employees will be able to attend. However, the downside is that most people won’t have the next day off, which might make it harder for them to fully enjoy the evening.
Friday & Saturday
With the weekend ahead, Fridays and Saturdays are ideal for those who want to relax and celebrate without worrying about work the next day. The drawback is that these dates may conflict with other commitments, leading to fewer acceptances and more last-minute cancellations.
4. Choose a Venue
Now that you have a few potential dates, the next step is to contact venues you’re considering for the event to check their availability.
Start as early as possible! There are many businesses competing for the same venues, especially during the festive season.
Begin by making a list of venues that can accommodate the size of your event. Next, narrow it down by location. Location is key because guests are less likely to attend if the venue is difficult to get to or they’re unsure how they’ll get home.
Most of this information, such as capacity and facilities, can be found online. However, details like price and availability will often require you to call the venue directly.
Venues typically charge either per head (common for events involving meals) or a flat fee for the space. Neither option is inherently better; it depends on your preferences and budget.
Pro tip: If you’re booking a hotel as your venue, ask if there is availability for your guests to stay overnight. Don’t forget to inquire whether they can offer a discounted rate for your group.
5. Plan the Food & Drinks
At an office Christmas party, it’s customary to offer at least a few complimentary drinks and some finger food for the guests. The amount you provide will depend entirely on your budget.
Drinks
When it comes to drinks, the bill can add up fast. So if the budget doesn’t permit free drinks for the whole event, it’s customary to give a few free drinks to guests. There are a few common ways to approach this:
- Drink Vouchers
This is the simplest and most common approach. Simply give 3 or 4 drink vouchers to each guest as they arrive. Guests can use the vouchers to order drinks of their choice, and anything beyond that will be paid for by the guest themselves.
- Open Bar
With open bars, your guests get to order for free. It’s definitely a luxury as it can get expensive fast! Talk with the venue directly to see what they usually do.
There are different types of open bars. The names vary from place to place but the concepts are the same:
- No Top shelf: An open bar where you can order anything except ‘top shelf’ products (i.e The really expensive brands).
- Premium: An open bar where you can order anything you want. Including top-shelf products.
Generally, you’ll want to agree ahead of time with the venue, how much money you want to spend. After that, the bartenders will revert back to a cash bar.
- BYOB
BYOB (Bring Your Own Bottles) might be an option at certain venues. While venues without an alcohol licence won’t allow it, others may permit it if you’re only paying for venue hire.
It’s a cheaper option, but it’s also a bit more work. You’re going to want to estimate the number of drinks (and therefore bottles) you’ll need. Then, you’ll most likely want to hire some staff to serve the drinks on the night.
Pro-tip: Only open bottles as you go. Many off licenses will gladly take back unopened products.
Food
Food is often simpler to organise, especially if you’re planning to serve just finger food. If the event is scheduled for later in the evening, most guests will likely have eaten dinner beforehand. Many venues can provide finger food or more formal menu options, depending on the style of your event. If they can’t, they’re likely to have recommendations for catering companies they work with regularly.
Pro tip: Be sure to include some vegetarian options in your food selection, as this isn’t always provided by default. Additionally, ask in advance if any guests have special dietary requirements to ensure everyone is accommodated.
6. Pick a Party Theme
Having a theme for your Christmas party is optional, but it can significantly enhance the atmosphere and make the event more memorable.
If you choose to go with a theme, consider something that’s either loosely connected to your company or industry, or a classic Christmas theme. For inspiration, why not start with a list of iconic Christmas films?
For even more ideas, take a look at our list of classic party themes for adults.
7. Book the Entertainment
Entertainment is a key component of any party, so don’t overlook it.
You’re most likely going to want to hire an entertainer for the occasion. Start your search early, as many entertainers can only commit to one party per evening, and their calendars tend to fill up quickly in December.
DJ, Live Bands or Singers
Music is essential for setting the tone of your event.
While playlists can work for background music, they’re less effective for creating a lively party atmosphere. Booking a band, singer, or DJ is a much better option.
All three options are suitable for larger events (100+ guests). For smaller gatherings or more intimate venues, consider hiring a singer or DJ instead, as they require less space.
You can view prices, photos, and reviews of some of the best DJs and singers in the UK directly on our website HERE.
Pro-tip: Check out our separate article for some advice on booking the best live bands.
Magician
If you want to go the extra mile, why not hire a magician to mingle with your guests and entertain small groups at a time? It’s unique, engaging, and guaranteed to make your event truly memorable.
You can view prices, photos, and reviews of some of the best magicians available directly on PartyWizz.
Photo booths
Photo booths have become a staple at parties, adding a fun and interactive element for guests. They come in all shapes and sizes, making them a versatile addition to any event. For more guidance, check out our article on hiring a great photo booth.
You can browse prices, photos, and reviews of some of the best photo booths available on PartyWizz.
Pro tip: Since it’s a Christmas party, don’t forget to ask for seasonal props to enhance the festive fun!
8. Plan Activities & Games
In addition to the entertainment, you’ll want to plan a few games and activities for the evening.
For inspiration, take a look at our article on easy corporate entertainment ideas and activities. You can also explore our guide to fun (and silly) party games.
There’s no need to overdo it; two or three activities are plenty.
Make sure to include time in the schedule for speeches. This is a fantastic opportunity to reflect on the year, recognise achievements, and give a shoutout (or even rewards) to key employees. Plan these speeches earlier in the evening to ensure more attendees are present, and avoid the potential distractions that come later in the night.
9. Photographer
Pictures are essential if you want to capture the spirit of the event. Consider hiring a professional photographer for the occasion, even if just for the start of the evening when guests arrive looking their best.
High-quality photos can be used in internal newsletters, shared on social media, or simply enjoyed by the team as a fun reminder of the evening. A photographer can also capture candid moments throughout the night, adding a personal touch to the event.
10. Send out the Invitations
You’ll need to send out invitations to keep track of your Christmas party RSVPs.
The simplest option is to go digital. Tools like Canva allow you to design beautiful invitations, and Jotform is great for collecting responses and managing RSVPs.
If you’d like to go the extra mile, consider sending physical invitations. While it involves additional cost and effort, it can make the event feel even more special. There are plenty of online and local print shops in the UK that can help you create stunning designs.
>> Hire a Corporate Entertainer
With a bit of planning and creativity, your office Christmas party can be a fun and memorable event for everyone. Start early, keep your team’s preferences in mind, and enjoy the festive season together!
PartyWizz helps you book the best entertainers and party services in UK and Ireland. From magicians and face painters to DJs and photographers, you’ll find those in your area on our easy-to-use platform. Whether you’re planning a corporate event, a wedding, kids or other private party, go to PartyWizz to find the perfect service providers in just a few clicks!
