Christmas Party Planning Guide for the Perfect Party

Christmas Party Planning Guide for the Perfect Party

Updated: October 2023

With Christmas just around the corner, it’s time to start thinking about hosting an extravagant Christmas party. A Christmas party is a fantastic way to gather all of your loved ones, colleagues, and friends or family together and get the festive season started in style. Christmas party planning can be stressful, so we’ve put together a Christmas party planning guide to have the perfect Christmas party.

How to Plan a Christmas Party 

  1. Secure a Convenient Date
  2. Define Your Christmas Party Budget
  3. Send Your Christmas Party Invitations
  4. Plan Your Menu and Entertainment 
  5. Choose a Theme
  6. Book Your Christmas Party Venue 

Effective planning of your Christmas party sets the stage for a memorable and successful event. It ensures that all logistical details, from venue selection and catering to entertainment and decorations, align seamlessly to create a festive atmosphere. 

A well-planned Christmas party not only reflects positively on the host but also boosts morale, fosters camaraderie, and leaves a lasting, positive impression on attendees, making it an essential component of the festive season.

1. Secure a Convenient Date

The sooner you can set a date and send out the Christmas party invitations, the better. Did you know that 35% of Christmas parties are held on Fridays? Knowing this, it’s even more critical to get ahead of the game. Remember that Christmas is a busy time of year for everyone and everyone’s calendars end up filling up fast. Get things organised so you can invite people as soon as possible to maximise turnout. 

It also gives you more time to plan and execute a great night. Whether you’re planning an office Christmas party or one for your nearest and dearest, this needs to be settled quickly. If you have concerns about the best timing, get some feedback from fellow employees or friends.

2. Define Your Christmas Party Budget

Before making any purchases, set a budget. This will most likely be different depending on whether you are having a cooperative office party or a smaller gathering. Either way, it’s important to understand how much you have to spend and what you need. 

Using a spreadsheet is an ideal way of visualising your budget and recording what you’ve planned. If you are part of a team or have started planning with another person, it also means you have a universal place where all spending can be viewed.

3. Send your Christmas Party Invitations

Sending your Christmas party invitations is a crucial step in planning a successful festive gathering. To ensure a great turnout, it’s essential to send your invitations early. Start by creating eye-catching and personalised invitations using online tools like Canva, which offers various templates and customisation options. 

Planning early by sending your invitations a few months in advance only gives your guests ample time to RSVP but also helps you better gauge your party’s size and plan accordingly. So, don’t procrastinate; get those invitations out in advance to set the festive tone and ensure a memorable Christmas party.

4. Plan your Menu and Entertainment

One of the most important steps when party planning for Christmas is to carefully consider both the menu and entertainment to cater to the diverse needs and preferences of your guests. Start by crafting a menu that accommodates various dietary requirements, including vegetarian, vegan, gluten-free, and any allergies your guests might have. Offering a diverse array of dishes ensures that everyone can enjoy the festive feast. 

Similarly, when planning entertainment, take into account the diverse tastes and age groups among your guests. Whether it’s music, games, or activities, aim to create an inclusive and enjoyable atmosphere where everyone can partake in the festive joy. 

5. Choose a Theme!

Choosing a theme for your work Christmas party can add a fun and festive touch to the celebration. Start by considering your company culture and the preferences of your colleagues. Popular themes include winter wonderland, retro Christmas, Christmas sweater party, or even a specific decade like the ’80s or ’90s. 

When planning a themed Christmas party, ensure to carry it through the decorations, dress code, and activities to create a cohesive and memorable experience. Remember, the key is to ensure that the chosen theme resonates with your team and sets the stage for a joyful and enjoyable festive gathering.

6. Book your Christmas Party Venue

A Christmas party venue can make or break a night. Take into account whether you are looking to host a private Christmas party or perhaps a shared festive celebration,  the location of the venue, size and staff before booking anything. Having friendly and helpful staff makes all the difference, especially if it’s a larger party which can be stressful. 

A Christmas party venue with flexible function rooms which can be easily adapted to your needs is perfect. This is one of the bigger parts to nail when organising a Christmas party.

Christmas Party Planning Tips & Tricks!

Create a Delicious Christmas Menu

Decide whether or not you’ll be serving food and drinks at your party. It doesn’t necessarily have to be a sit-down meal. A finger food buffet with all the party favourites is easier and gives people something to nibble on during the evening. 

You can choose mini Christmas picks like Yorkshire puddings, canapés and mince pies. Enquire about food options at your venue and see what sort of things they offer. Some venues allow you to bring your own food so get some more information before making a decision.

Secure your Christmas Party Accommodation

Depending on the location of your venue, it can be helpful to have some onsite accommodation for your guests to unwind after the night. This way, if people don’t want to travel, they don’t have to. During the festive season, guests are likely to want to treat themselves to a luxurious room for the evening.

Think Festive Entertainment and Christmas Themes

Will you be having a luxurious meal, a red and green-themed grand ball or a disco? Make sure that you decide during the Christmas party planning process and that you have plenty of ideas for Christmas party themes and entertainment. You may even want to add a photo booth, add Christmas decorations, karaoke, a magician and a few signature cocktails to make the night that extra little bit special!

Plan your Christmas Party at Milton Hill House

Above all, if you are the nominated event planner for your upcoming Christmas party, make sure you relax and enjoy the party! It can be easy to get caught up in the planning and focusing on the guests and forget to have fun yourself. You’ve put time and effort into the night and you deserve to have a great time. 

If you’re still looking for the perfect Christmas party venue, look no further than Milton Hill House in Oxford. Encompassed of 22 acres of tranquil parkland our venue effortlessly combines an elegant Georgian manor house with up-to-date facilities with Joiner and Private Christmas party nights available. 

We have an experienced event planning team who can help your night go off with a bang, as well as 20 flexible spaces to choose from. Click here to view the gallery of our fantastic venue.

Go back to other articles