Corporate Holiday Party Planning Checklist

When to Start Planning Your Office Holiday Party

The earlier you kickstart your holiday party planning, the better. We recommend getting started at least 2-3 months in advance. This may seem like a long runway, but trust us — giving yourself this buffer pays off big time!

Early planning helps you avoid unnecessary stress and last-minute scrambling. It also lets you lock in the best venues and vendors before dates get snatched up. Plus, you can explore all your options without feeling rushed, negotiate better rates, and have ample time for promoting and building excitement around the event.

Following a clear timeline with key milestones makes holiday party planning easier and more enjoyable. Give yourself the gift of peace of mind this holiday season, knowing no balls will get dropped as the event gets closer. That’s where a handy checklist comes in!

Now, let’s go over the ideal timeline for starting—and completing—your holiday party planning. 

Holiday Party Planning: 3 Months Out

It’s time to pin down the big-picture details for your corporate holiday party — securing the date, venue, vendors, and more!

[  ] Pick a date

When it comes to the office Christmas party, aim for Thursday, Friday, or Saturday evenings in late November or early December. This ensures your event doesn’t conflict with employees’ personal holiday commitments or travel plans. Send save-the-dates ASAP so people can block it off. Check in with company leadership and VIP guests to make sure they can attend before you finalize the date. 

[  ] Finalize and approve the budget

Before going any further, get final approval on your holiday event budget. Knowing your financials upfront is key for finding venues and vendors within your price range. No one wants surprises when the bills start rolling in!

[  ] Assemble a party planning committee 

You don’t have to go it alone. Instead, get support by leaning on your colleagues in other departments. Having multiple perspectives helps you cater to different needs and tastes when selecting things like food, décor, and entertainment. 

Plus, you can divide up tasks and conquer your to-do list more efficiently. Just make sure to set clear roles and deadlines — regular planning meetings and project management software will help. 

[  ] Brainstorm fun event ideas and party themes

Will this be a formal event — like a classic Winter Wonderland party — or a more casual get-together? Does your team prefer tried-and-true holiday themes like an ugly sweater party, or something fresh and unique? Use polls and surveys to get input and build excitement early on. 

[  ] Research and book your event venue

The holidays are a very busy time, so event spaces get booked up fast. Start your venue research and site tours as early as possible to lock down your first choice location and preferred date.

When vetting potential venues, make sure to have a clear idea of your needs — estimated guest count, layout preferences (space for dining, dancing, live band, etc.), audio/visual and staging requirements, and any other must-haves. Having these details nailed down will make it easier to find venues that can accommodate.

• Pro tip: For holiday parties, pay close attention to parking availability and proximity to public transit. Making it convenient for attendees will make sure as many people as possible can partake in the celebrations!

[  ] Research and select vendors

The holidays are a busy period for vendors as well, so start your research and booking process early. Popular caterers, live bands, DJs, and other entertainment acts can get scooped up fast this time of year. Aim to have your top vendor choices confirmed and under contract at least 2-3 months out.

When evaluating vendors, get quotes from multiple companies and compare pricing, services, and availability. Read reviews, check out portfolios, and don’t hesitate to ask for references from other clients. If possible, do food tastings or meet vendors in person to get a true sense of what they can provide.

Holiday Party Planning: 1 Month Out

Next, it’s time to firm up all the finer details that will make your holiday party a night to remember! At this stage, you’ll want to lock in your guest list, send official invitations, and get the ball rolling on logistics.

[  ] Confirm guest list and send invitations

By now, you should have a good estimate of how many employees, plus-ones, VIPs, and other guests to expect. Double check that guest list and get those invitations out the door!

Design something fun and festive that builds excitement. Use animated GIFs, a creative holiday theme, or even a video invite to really grab attention. Tools like EventUp Planner make it easy to manage your guest list, send reminders, and track RSVPs all in one place.

[  ] Create a plan for party supplies and decorations

What supplies will you need for activities, décor, and gifts? Create a detailed checklist to stock up on any materials, props, and other items you need to make the event pop. 

[  ] Book fun activities

Book activities that’ll keep the vibe high all night long — think festive photo booths with props, candy carts, gift wrapping contests, and more!

Other company holiday party activity ideas:

• Ugly sweater or festive outfit contests
• Gift exchange or Secret Santa
• Holiday trivia or games (Christmas movie quotes, sing-offs, etc.)
• Gingerbread house building or decorating contests
• Chocolate or hot cocoa bars
• Toy or donation drives
• Casino stations
• Holiday karaoke

[  ] Book necessary equipment and rentals

Solidify any equipment needs like audio/visual equipment, lighting, staging, furniture, or décor rentals at least a month in advance. If you plan to have professional event photography or videography, book these vendors as well.

[  ] Prepare holiday swag, giveaways, and gifts

Who doesn’t love taking home party favors and goodies? If you plan to give out any swag or gifts, work with vendors and sponsors to get these ready to go ahead of time. 

[  ] Finalize the event program

By the 1-month mark, you should have a clear run of show locked in. This includes a detailed schedule for things like:

• Guest arrival and check-in
• Speeches or award presentations
• Entertainment showtimes
• Food and beverage service
• Special activities or surprises planned
• Transportation and parking logistics
• Breakdown and clean-up

It’s easy to build a detailed run of show with EventUp Planner’s intuitive timeline builder. You can visualize the full event schedule, book speakers, and make live updates as needed to keep the evening on track. 

Holiday Party Planning: 1 Week Before

With only a couple weeks until the Christmas party, it’s time to dive into the nitty-gritty details and final checks. This is when your planning really starts to come together!

[  ] Confirm final details with all vendors

Touch base with every vendor — from the catering service to the rentals company — to confirm final head counts, delivery timelines, set-up and strike requirements, and any other key details. If possible, do a full venue walk-through with vendors to ensure everyone understands logistics like load-in access, staging areas, and more.

[  ] Test technical equipment 

If you’re planning on having live music or speeches as part of the evening’s events, you’ll want to cover your bases with audio, visual, and lighting checks. Work closely with the venue’s technical team to make sure all equipment is installed and working properly beforehand. 

Have backup plans in place just in case, like spare mics, playlists on a laptop, and your vendor contacts on speed dial. 

[  ] Review run of show and key day-of roles

By now you should have a final, confirmed run of show for the entire event. Go over this in detail with your planning committee. Leave no questions unanswered about when/where everything is happening, vendor arrivals, etc. Then assign staff or volunteer roles and duties for setting up, checking in guests, managing different activity areas, and more. You got this!

Streamline Holiday Party Planning with Event Management Software

As you’ve seen, having a detailed holiday party planning checklist keeps you organized every step of the way.

Need more support? Leading event planning tools like EventUp Planner allow you to streamline and centralize the entire party planning process. Easily build event schedules, manage guest lists, automate your event communications, and more — all in one place. 

Say good-bye to disjointed tools and endless email threads! Our intuitive tools eliminate stress so you can focus on creating memorable holiday celebrations that people will be talking about for years to come. 🎄

See for yourself how EventUp Planner simplifies party planning from start to finish by booking a free demo with one of our experts today.