Office Holiday Party Planner Guide

We get it - everybody is busy around this time of year. Who has the creativity and organizational skills to pull of a truly memorable office party anyway? That’s where we come in. From venue and decorations to fun and games, we’ll handle it all. Below is a partial checklist we have put together to ensure extraordinary event results.

Step 1: Define the Budget

  • Determine the total budget available for the event.

  • Allocate funds for venue, catering, entertainment, decorations, and additional activities.

Step 2: Set the Date and Time

  • Choose a date that accommodates most team members, ideally in December or early January.

  • Select a time that works for office hours, usually after work hours or a Saturday.

Step 3: Choose the Venue

  • Consider availability and accessibility of venues, such as party rooms, restaurants, or outdoor spaces.

  • Book the venue well in advance to secure the desired date and time.

Step 4: Plan the Menu

  • Decide between buffet, plated dinner, or hors d'oeuvres based on the event style and budget.

  • Consider dietary restrictions and preferences; offer vegetarian, vegan, and gluten-free options.

Step 5: Select Entertainment

  • Choose entertainment that suits the company culture, such as live bands, DJs, or karaoke.

  • Plan fun activities, like games or contests, to foster team-building and engagement.

Step 6: Decorate the Venue

  • Create a festive atmosphere with holiday-themed decorations, such as lights, centerpieces, and table settings.

  • Ensure decorations align with company branding where possible.

Step 7: Send Invitations

  • Design and distribute invitations—consider digital formats for convenience.

  • Provide RSVP details to gauge attendance for planning purposes.

Step 8: Organize Logistics

  • Arrange transportation if needed, especially if alcohol will be served.

  • Confirm all bookings a week prior and set up a timeline for the day of the event.

Step 9: Prepare a Schedule

  • Outline the flow of the evening, including arrival, dinner, speeches, and entertainment.

  • Assign tasks to team members or hire a coordinator to oversee the event.

Step 10: Follow Up Post-Event

  • Send thank-you notes to attendees and vendors to express appreciation.

  • Collect feedback on the event to improve future holiday party planning.

This is just the top level list, but by following these steps, we are certain create a memorable and enjoyable holiday party that fosters team spirit and celebrates the year's accomplishments. We offer a free consultation on planning your event, so why wait? Give us a call at 707.486.2500 and experience an extraordinary event. After hours? Just fill out our nifty little form and we will get back to the next day.