Planning any event can be stressful but when it comes to the Christmas bash, the pressure is really on. Not only is everyone else trying to book at the same time, but expectations are high too. Done right, your Christmas party becomes the highlight of the year.
But here’s the thing: Christmas parties aren’t just fun, they’re essential. Companies that celebrate together see stronger culture, happier employees, and better retention.
👉 Whether big or small, extravagant or budget-friendly, a Christmas party is more than just a night out, it’s an investment in your people.
Now let’s dive into the ultimate planning checklist to make sure yours goes off without a hitch.
There’s nothing more important for a successful Christmas party than the venue. It sets the tone, creates the atmosphere, and makes or breaks the night. Book early! December dates go quickly and the best venues can be gone as soon as spring.
Think about what exactly is important to you when booking a Christmas party venue. Is it the location or capacity? Is it the accessibility or proximity to transport links? Or maybe it’s the package deals venues are offering.
If you’re a smaller business, startup, or just looking for a more affordable option, shared Christmas parties are a fantastic alternative. These parties:
Pro tip: Shared parties are especially popular in London, where they let you access bigger and more spectacular venues on a smaller budget.
Lock in your date early. Thursdays–Saturdays are the most expensive, while midweek dates can save money. Some companies book as early as February to guarantee their slot. If you’re flexible, booking early or midweek is a great idea, just make sure you let your team take the following morning off to avoid people calling out sick. And if you’re looking for something a bit more lowkey this year, why not consider a pub lunch instead of a big blowout?
💡 January Christmas Parties Are Rising
More businesses are choosing to host their party in January or even February. Here’s why:
A party is nothing without its guests, so make sure you spend time perfecting the list. Decide whether it’s going to be intimate or a big company-wide bash. Don’t forget remote workers and key contacts.
Once the list is set, send invitations early to lock in attendance, whether formal cards or a fun digital invite. There are loads of amazing guest management tools that can help you keep track of RSVPs and dietary requirements.
Planning a Christmas party budget may feel like the “boring” part, but it’s also the most important. Costs can quickly spiral if you don’t plan ahead.
💡 Tip: Use VenueScanner’s Christmas party budget calculator to get a quick estimate based on guest count, location, and extras.
Sure, you can just go with “Christmas” but themes make parties memorable. Options: Great Gatsby, Winter Wonderland, Apres Ski, Christmas movie characters.
Tie your entertainment to your theme (e.g. swing band for Gatsby, chocolate fountain + actors for Willy Wonka). A quirky, cohesive theme can transform the whole event.
Food and drink are the heart of the party. Plan for dietary needs and ask venues for per-person estimates to avoid shortages (or waste).
Ideas:
Make sure you check with your guests ahead of time to see if they have any dietary restrictions. Most caterers can accommodate requests ahead of time. Common dietary restrictions are vegetarian, vegan, halal, kosher, and gluten-free.
Even the most relaxed party runs smoother with a schedule. Draft a simple itinerary that covers:
You don’t have to share every detail with guests, keep some surprises up your sleeve. But a schedule helps you (and the venue) keep things on track.
With the right venue, a clear budget, and a little planning, your Christmas party can do so much more than fill a date in the calendar. It can energise your team, strengthen company culture, and end the year on a high note.
The key is to start early, stay organised, and keep your team at the heart of the celebration. Remember:
Above all, don’t lose sight of the reason behind it: to celebrate your people and all they’ve achieved. Whether you go big with a themed blowout or keep it intimate and low-key, the effort you put in will mean a lot to your team.
👉 Ready to start planning? Browse and book the perfect Christmas party venue with VenueScanner today and make this year’s celebration one they’ll remember.