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It’s never too early to don your Santa hat and start planning a holiday office party. Starting early helps avoid last-minute stress. Aim to plan your company holiday party three to four months in advance. Use this time to survey your team for ideas, get your budget approved, book the best event venue on your preferred date and time, and prepare everything for an unforgettable office holiday party.
Need assistance organizing? You’re in the right spot! We’ve crafted a detailed holiday event planning guide (with a timeline and all the nitty-gritty details) to kick off your preparations.
| Timeline | Tasks |
| Four Months Before | |
| Three Months Before | |
| Two Months Before | |
| One Month Before | |
| One to Two Weeks Before | |
| Day of the Office Holiday Party |
Four months before the office holiday party, begin the planning process. Establish a planning committee to oversee event planning and execution. Brainstorm ideas with your team and finalize details such as the date and venue.
Think about what type of events, themes, decorations, or entertainment your team will enjoy. Would everyone prefer a formal holiday office party or team-building activities? Asking for corporate Christmas party ideas boosts confidence in your planning process.
Here’s a cheat sheet to get you started:
| Types of Holiday Events | Office Holiday Party Themes | Activities and Entertainment |
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Pro Tip: Use online poll apps to collect responses. Encouraging attendees to share their holiday office party ideas will help everyone choose something they’re excited about.
Once you’ve settled on the basics of your office holiday party, pick a date. The perfect company holiday party should be on a Thursday, Friday, or Saturday night in late November or early December so as not to interfere with people’s personal plans. Send a save-the-date as soon as you finalize it so they can block it on their calendars.
Every company holiday party needs a great venue. Start exploring options and visiting potential venues ahead of the holiday season to get a feel of the place and how you can spruce it up to deck the halls.
Image source: Canva
With the date decided, your holiday celebration is well on its way! Now, focus on the budget and suppliers.
Holiday parties need an appropriate budget allocated per person. Meet with key decision-makers in your company three months before the event to set and confirm your budget.
Events places get booked quickly during the holiday season, so decide on a venue ASAP and commit to it. Booking an event space at least three months in advance is key to securing your ideal location for your office holiday party.
Once your venue is booked, scout for vendors who can bring your holiday party ideas to life. Remember to research your options and check out multiple vendors before deciding on the perfect fit.
Not sure which vendors to look out for? Here’s a checklist to get you started:
Tips for vendor selection:
Two months before your corporate holiday party, have vendors and the guest list down.
To avoid mishaps, lock in your vendor choices right away. Caterers in particular get fully booked this time of the year, so it’s time to choose whether you want hors d’oeuvres or prefer to serve a sit-down dinner. Some venues have catering options included, so you might want to consider packages to save money and time.
Company holiday parties can quickly become overcrowded if not managed properly. To avoid this, finalize the guest list well in advance. Be sure to:
Your work holiday party is almost ready. With just one month to go, focus on finalizing details for a smooth event.
No holiday office party checklist is complete without an invitation! Spread holiday cheer and be extra with the design. Choose from many invitation apps to make things simpler.
Are you planning to hand out party favours at your office holiday party? What decorations will you use to deck the halls at the venue? Create a list of supplies you’ll need and check them off as they’re completed to keep your stress levels down.
One month before your office holiday party is the perfect time to finalize the event program. Outline a step-by-step plan for the day of the office holiday party, including arrival times, setup, food service, entertainment, and cleanup. Share this schedule with key team members.
If you’re having a seated event, arrange the seating plan accordingly. This ensures smooth execution on the big day.
Image Source: Canva
It’s crunch time for the last stretch of your corporate holiday party planning—time to finalize details!
Check in with your venue, vendors, and suppliers to ensure everything is on track for your holiday office party. Regular updates are key to prompt adjustments if needed.
Ensure audio-visual equipment, lighting, and sound systems are functioning properly. You don’t want to leave this task too late in case of equipment malfunctions or compatibility problems. It’s better to address any issues now than to face them during the event.
Revisit the event timeline to ensure activities and timings are accurate and realistic. Make necessary adjustments to accommodate changes.
There’s no doubt about it: you slayed your role as the planner. The best part about holiday parties is having them, so enjoy yourself!
Avoid stress and put your trust in the experts to make your company’s holiday party a huge success. The Loft on King is a unique historical venue in downtown Toronto complete with exclusive catering, bar service, and an events team dedicated to bringing your holiday party ideas to life without a hitch.
Believe in our holiday magic! Contact our team today to book your holiday office party with us.
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