5 Top Tips How to Plan a Company Christmas Party
Kerry AvisI’ve been in charge of organising the Canadian Spa Christmas parties for over 15 years now, and along the way I’ve picked up a few things that genuinely make the difference between a party staff turn up to and a party staff actually look forward to. Below are my five top tips, in the order I’d actually do them — plus a few small extras at the end that have saved me more than once.
Secret Santa, before bowling.
It can be a fun yet intricate task that takes careful planning, but it’s something I enjoy doing — and the planning itself is half the work. Get the foundations right early and the night usually looks after itself.
Fancy Dress Party.
1. Planning stage
Start earlier than you think. October is not too soon for a December party, particularly if you want a decent venue or a popular date. The order I work in:
- Set the date and time that works for the most people. Mid-December is in highest demand — earlier in the month gives you better venue choice.
- Choose the theme early. Themes give people permission to enjoy themselves and make outfit decisions easier than “smart casual”.
- Send the date out by email as soon as it’s confirmed, even if everything else is still being pinned down. People can plan around a date.
- Send the menu as soon as it’s available so dietary requests can come back to you with plenty of time.
Bowling Party Theme.
2. Staff list
It sounds basic, but a clean staff list is the foundation of everything else. Build it once, keep it updated, and use it for the menu choices, dietary requirements, plus-ones if you allow them, and the seating plan later.
- Make a list of everyone who’ll be there, considering the venue size and the atmosphere you want.
- Confirm date, time and location with each person.
- Spell out the dress code if there is one, especially if you’ve gone for a theme.
People will say yes and then change their mind, or change their dietary requirement, or remember they’re bringing their partner. Build a column in your spreadsheet for each thing that might change, and update as you go.
3. Venue
Venue choice sets the tone for the whole evening. A few things I’d consider:
- Choose the venue based on size, atmosphere, food quality and access for everyone (including anyone who’d struggle with stairs).
- Book rooms if your team includes people who’ll need to stay nearby — especially in December when local hotels fill up early.
- Pay the deposit promptly to lock the booking in.
- Pay the final bill on time to keep the relationship good for next year.
Smaller venues with one private room work better than huge restaurants where you’re competing with other parties for noise. If your team is part of the spa industry world, a venue that’s already used to large industry parties tends to handle the night better.
Circus Theme Fancy Dress Party.
4. Food and drinks
- Menu: send the choices out in advance so everyone picks before the night. The kitchen will thank you, and it speeds up service noticeably.
- Drinks: sort wine and drinks on arrival so people aren’t queuing at the bar in the first 15 minutes. A welcome drink in hand transforms the energy of a party.
- Special diets: cater properly for any dietary requirements (vegetarian, vegan, gluten-free, allergies). It’s the easiest way to make people feel looked after, and the easiest way to upset someone if you forget.
5. Logistics and final touches
- Seating plan: do a table plan for the sit-down dinner. People who normally don’t get to chat across departments will love it; close friends can sit together at the same table without being side-by-side.
- Enjoy the party: as the organiser, it’s essential to enjoy it too. Once the welcome drinks are flowing and the seating’s done, your job is to be a guest like everyone else. Trust the venue to handle the rest.
A few extra tips that have saved me
- Prepare a checklist with deadlines and tick items off as you go. Saves you trying to remember everything in the last week.
- Overestimate places slightly. It’s better to have a couple of empty seats than to scramble to add someone in week three. We can always invite friends or family to fill them.
- Keep calm. Things won’t go exactly to plan — they never do. Flexibility is the difference between a stressed organiser and a great host.
And if you’re hosting at home…
If you’re planning a smaller team get-together at someone’s house rather than a venue, a hot tub adds a memorable end to the evening — particularly in cold December weather. A late soak after the meal works well as a wind-down once the formal part of the night is over. Browse our hot tub range if you’ve been thinking about adding one in time for the festive season.
And relax — it’s all over till next year
That’s the framework I’ve used year after year. None of it is complicated; the trick is starting early, keeping a list, and remembering that your job on the night is to enjoy the party as much as anyone else. Have a wonderful Christmas — and good luck with the planning.
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