While everyone enjoys a little holiday cheer and the camaraderie that comes with celebrating as a team, corporate holiday parties don’t just happen. They require months of detailed planning and organization. Don’t undertake this job on your own - enlist the help of a party planning committee and some trusted vendors. Our comprehensive holiday party planning checklist will help with the rest. From start to finish, this stress-free corporate holiday party guide has everything you need to create an event that everyone will love.
Two - Three Months Out
Determine the Budget
Set Your Event Date and Time
Grier Donald with Spirited Events Group recommends keeping an open mind. “Week days and week nights are often less expensive and more readily available than the weekend. We’re also seeing a trend towards mid-January parties, when things settle down a bit.”
Create Your Guest List
Venue Selection
Initial Vendor Research
Recruit Party Planning Committee
Don’t go at it alone; enlist help from your co-workers
Create A Timeline/Project Plan
2 Months Out
Book Key Vendors
Finalize contracts for catering, entertainment, decorators, and photographers
Begin Menu Planning
Consider dietary restrictions, budget, and venue requirements
Plan Activities and Entertainment
From Photo and Video booths to Spin Art, Button It Up Atlanta has a ton of engaging experiences to delight your group, not to mention a fast and easy online booking tool
Plan Event Layout
Seating arrangements, dance floor, and food station placements
Finalize Transportation Options
Reserve shuttle services if required
Determine Technical Setup/AV Needs
6 Weeks Out
Send Out Invitations
Include RSVP deadline (set for 2-3 weeks prior to the event)
Confirm Decor
Finalize any custom branding, signage, and decorations
Order Gifts or Party Favors
Finalize Beverage Selection
Consider mocktails and other non-alcoholic options
4 Weeks Out
Finalize Menu and Dietary Needs with Caterer
Many caterers and food trucks feature a holiday-themed menu
Confirm Final Timeline
Ensure alignment with all vendors and activities
Prepare Event Itinerary
3 Weeks Out
Track RSVPs
Follow up with invitees who haven’t responded
Order Party Supplies
Reconfirm everything with the venue, including parking, set up /tear down time/rules
2 Weeks Out
Check in With Vendors
Reconfirm headcount, timelines, payments, and any special requests
Coordinate Party Planning Team Day-Of Roles and Responsibilities
Assign specific team members to greet guests, coordinate activities, make announcements, etc.
Prepare Materials for Games and Activities
Review Final Checklist
Confirm that all logistical items are covered (tables, décor, A/V, lighting)
One Week Out
Send a Reminder to Guests
Include details on venue location, timing, dress code, and parking/transport
Prepare Supplies and Decorations for Transport
Brief Party Planning Committee
Ensure everyone knows their roles and the event timeline
Event Day
Arrive Early for Set Up
Conduct Final A/V and Lighting Check
Ensure Timeline Stays on Track
Begin food, activities, and speeches as scheduled
Post Party
Clean Up
Save Decor Items to Use Next Year
Distribute Party Photos
Collect Feedback
Review Budget and Expenses
Did you stay on budget? Were there overages you weren’t expecting?
Debrief With the Team
Reach out to Simply Food Trucks, your partner in corporate event planning, to help you bring your holiday party vision to life.
Comments