Planning a holiday party for your team should be a fun, festive, and stress-free experience, but without a plan, it can quickly turn into a logistical nightmare. Whether you're organizing a cozy office gathering or a grand company-wide celebration, this checklist will help you stay on track and ensure your event is a smashing success!
1. Define Your Party’s Purpose 🎯
Before diving into the details, clarify why you're hosting the event. Are you celebrating a successful year, fostering team bonds, or simply spreading holiday cheer? Knowing your "why" will guide all your decisions, from the guest list to the party theme.
2. Set a Budget 💸
Holiday parties can range from simple to extravagant, so it’s essential to establish a budget early. Include all possible expenses, such as venue, food, drinks, entertainment, decorations, and gifts. This will help you allocate funds wisely and avoid last-minute surprises.
3. Pick the Perfect Date and Time 📅
Choosing the right date and time is crucial. Avoid dates too close to major holidays when many employees might be out of town. Consider hosting the party on a weekday evening or even a Friday afternoon to maximize attendance.
4. Select a Theme 🎉
A theme adds an extra layer of fun and helps tie all aspects of the event together. Popular themes include “Winter Wonderland,” “Ugly Sweater Party,” or “Holiday Masquerade.” The theme will guide your decor, dress code, and even menu choices.
5. Choose the Right Venue for Accessibility 🏢
Your venue sets the tone for the event but it could create challenges for you to solve. For a small office party, a well-decorated break room might suffice, but for larger gatherings, consider renting a restaurant, banquet hall, or even a unique location like a rooftop terrace. Ensure the venue is accessible for everyone on your team and their guests!
6. Plan the Menu 🍽️
Food and drinks are a big part of any party. Whether you’re opting for a full meal, a buffet, or simple hors d'oeuvres, ensure there’s something for everyone. Consider dietary restrictions and offer vegetarian, vegan, and gluten-free options. Don’t forget the drinks—think about offering a mix of alcoholic and non-alcoholic beverages to cater to all preferences.
7. Organize Entertainment 🎤
Keep your guests entertained with games, music, and activities. A DJ or live band can set the festive mood, while interactive options like a photo booth, karaoke, or our Survey Showdown game can create memorable experiences. If your team enjoys a bit of friendly competition, consider hosting a holiday themed Minutes to Win It challenge. Nearly all of our events can be customized with the holiday theme of your choice. Browse them here!
8. Send Out Invitations 📧
Once the key details are in place, it’s time to invite your team. Send out digital invitations with all the essential information—date, time, location, dress code, and RSVP instructions. The sooner you send them out, the better, as this gives everyone ample time to plan. Make sure the party is on every person’s calendar and that your team knows they are allowed to take time from work to attend. Be clear about your plus one policy too!
9. Plan for Decor 🎄
Transform your venue into a festive wonderland with the right decorations. This can range from twinkling lights and garlands to themed centerpieces and props. If your budget allows, consider hiring a professional decorator or event planner to bring your vision to life.
10. Organize a Gift Exchange 🎁
A gift exchange like Secret Santa or a White Elephant game adds a fun element to the party. Set a reasonable price limit and encourage participants to choose creative or themed gifts. If your company culture supports it, consider giving everyone a small, thoughtful gift from the company as well. One tip - gift exchanges and games work best with smaller groups. If you have more than 10-15 people, the activity will drag on. Consider breaking people into groups by their work teams.
11. Arrange Transportation 🚗
If your venue is off-site, consider arranging transportation options, especially if alcohol will be served. You could organize a shuttle service or provide Uber or Lyft credits to ensure everyone gets home safely.
12. Prepare for the Unexpected 🛠️
Even the best-planned events can encounter hiccups. Have a backup plan in place for common issues like no-show vendors, bad weather, or technical difficulties. This could mean having extra supplies on hand or identifying a nearby alternative venue. Identify the key items that will make the event successful and ensure you have back ups!
13. Set Up the Venue Early 🕒
On the day of the event, start setting up well in advance. Ensure that decorations are in place, the AV equipment is working, and all vendors have arrived on time. Doing this early will give you time to address any last-minute issues.
14. Capture the Moments 📸
Hire a photographer or designate someone to take pictures throughout the event. Not only will this provide memories for everyone, but the photos can also be shared on your company’s social media or in a follow-up email to keep the festive spirit alive.
15. Wrap-Up and Thank Yous 🙏
After the event, don’t forget to thank everyone who helped make it a success. Send out a thank you note to all attendees, and if applicable, recognize key organizers or vendors. Gathering feedback can also be valuable for planning next year’s party.
Hosting a holiday party is all about celebrating with your team and creating memories that will last well into the new year. By following this checklist, you’ll be well on your way to planning an event that everyone will be talking about for months to come.
Need help planning your next corporate event? Check out Teambonders’ wide array of team-building activities to add an extra dose of fun and collaboration to your holiday party!
