How to plan your company holiday party in 2023
How to plan your company holiday party in 2023
Riley Leight · 6/22/2023
The holiday season is around the corner, and with it comes the excitement of planning your annual team and company celebrations. Here’s how to make your 2023 holiday events your best yet.
Ah, the company holiday party—that magical time of year when colleagues celebrate a year of hard work, accomplishments, and the spirit of togetherness. But creating all that magic doesn’t come easy, it requires hard work and thoughtful planning.
Whether you're a seasoned event planner or a starry-eyed newbie tasked with organizing this year's extravaganza, we're here to guide you through the journey of planning a company holiday party that will have colleagues raving ‘til next year.
Let’s get started.
The first step of planning a company holiday party
Company holiday parties are more than just an annual tradition. They’re filled with memorable moments that become office lore. Who can forget that epic karaoke battle, or the time the CEO unleashed their hidden dance moves? These moments of authentic connection are the heart and soul of a thriving workplace community.
But here's the truth: planning an unforgettable company holiday party is no easy feat. It requires a delicate blend of creativity and organization. It's about creating an experience that captures the essence of your company culture while embracing the festive spirit.
So start there: understanding the unique spirit of your team. Would they prefer a swanky soirée, or a more relaxed gathering? A thrilling group activity, or a chill time to kick back and catch up? Once you know the vibe, you can move on to all the logistics of making your event happen.
Getting your holiday event details planned out
Picking a date and time
The holiday season is a busy time for everyone. That's why selecting the perfect date and time for your company holiday party is crucial. To ensure maximum attendance and festive spirit, here are a few tips to guide you:
Consider availability: Take into account your employees' schedules and any important industry events or holidays that might conflict with your desired date. Send out a survey or gather input from key stakeholders to find a date that works best for the majority.
Get a head start: Planning early is the secret ingredient to a successful holiday party. By choosing a date well in advance, you'll have ample time to secure the ideal venue, entertainment, and vendors, and you'll also give your colleagues plenty of notice to save the date.
Time it right: Think about the atmosphere you want to create. If you're envisioning a lively after-work affair, scheduling the party on a weekday evening is a great option. For a more relaxed gathering, consider hosting a weekend brunch or a festive lunch break. Be mindful of striking a balance that allows everyone to join in the festivities without overwhelming their personal time.
Selecting a holiday party theme
A well-chosen theme can set the tone for your entire event and ignite the imagination of your colleagues. Going without a theme is fine, too, but it can act as a useful guide for decisions like venue, decor, menu, dress code, etc… so here are some ideas to help you get inspired:
Winter Wonderland: Transform your venue into a breathtaking winter wonderland with shimmering snowflakes, cozy fur throws, and twinkling lights. Create a frosty ambiance and encourage guests to dress in their most glamorous winter attire.
Ugly Sweater Extravaganza: Embrace the hilariously tacky and delightfully gaudy with an ugly sweater-themed party. Encourage everyone to don their most eye-catching knitted creations and prepare for an evening filled with laughter and photo-worthy fashion disasters.
Collaborative Celebration: Encourage your team to contribute ideas from their own holiday memories and collect them into one collaborative party experience that highlights the diversity of your team.
Selecting a venue
When it comes to selecting a venue for your company holiday party, the options are as vast as Santa's gift bag. Here are some factors to consider when making your decision:
Capacity and layout: Ensure the venue can comfortably accommodate your expected number of guests, taking into account seating, dance floor space, and any additional areas you may need for activities or entertainment. The layout should flow smoothly, allowing for mingling and creating a lively atmosphere.
Location, location, location: Consider the convenience and accessibility of the venue for your employees. Choose a central location that's easy to reach, or provide transportation options to make it hassle-free for everyone. If you're going for a destination-style party, ensure accommodations are available nearby.
Ambiance and amenities: The ambiance of the venue sets the stage for your holiday party. Look for a space that aligns with your chosen theme and has the right atmosphere to create a sense of celebration and joy. Consider the decor, lighting, and overall vibe. Additionally, check if the venue offers amenities such as a sound system, audiovisual equipment, or a dance floor, depending on your party's entertainment needs.
Catering and bar services: Food and beverages are essential components of any memorable party. Find out if the venue offers in-house catering or if they allow outside vendors. Consider the menu options, dietary restrictions, and the flexibility to customize the offerings to suit your preferences. If you plan to have alcoholic beverages, inquire about bar services and whether the venue has any necessary permits.
Creating a budget and managing expenses
Once you have identified the date, time, venue, and theme, the next step is to create a budget and manage your expenses efficiently. This part isn’t quite as fun—but it’s just as important.
Here’s some helpful info to get you started:
Average cost of a company holiday party
Every event is different, but the average company holiday party will cost $100 to $300 per person with venue rental and food and beverage costs as the primary expenses.
Let’s run through a full list of some of the expenses you can expect:
List of company holiday party expenses
Venue rental
Catering and beverages
Decorations and festive ambiance
Entertainment (e.g., live band, DJ, performers)
Audiovisual equipment and sound system
Event staff and security
Transportation or parking arrangements
Invitations and printing materials
Photography or videography services
Party favors or gifts
Theme-related props and costumes
Insurance coverage (if required)
Permit fees (if applicable)
Marketing and promotional materials (if required)
Rental or purchase of additional equipment (e.g., tables, chairs, lighting)
Clean-up and waste disposal
Additional activities or attractions (e.g., photo booths, interactive games)
Staff appreciation gifts or bonuses
Special requests or customized elements
Unexpected or miscellaneous expenses
Saving money on your company holiday party
If the options you’re researching are starting to look beyond your budget, get creative and consider cost-effective alternatives. The best way to save money on a company holiday party is to host it at a free or affordable venue and opt for buffet-style dining over seated meals.
However, be conscious of the tradeoffs. An amazing venue might actually be the most memorable part of your event. The goal is to make it feel special for your team, and there are plenty of small expenses along the way you can trim down to help ensure your big ticket items are within reach.
Organizing your holiday event logistics
Setting up the logistics for your party means doing all the little things to ensure everything runs smoothly. There are so many factors to consider—which is why we recommend getting a professional to assist in the planning and on-site management process—but here are some of the most crucial details for you to keep in mind.
Booking your venue
Whether you're envisioning a trendy urban loft or a charming rustic space, there’s likely a venue out there that can meet your expectations. The right venue is about far more than the right atmosphere, though—you need to consider costs and fees, terms around approved vendors and services, ease of access, staffing, local noise regulations, and much more. Make sure you thoroughly walk through the details before you sign a contract.
Coordinating transportation and parking
The last thing you want is attendees showing up to the event already frustrated. If the party is in a remote location, consider coordinating and providing transport to the venue. This can be done through a carpool or shuttle service. It's also important to ensure ample parking and have a clear indication of the designated area for parking. You can hire a parking attendant or use signs to direct guests. Whatever you do, just make sure everything is communicated clearly, well in advance, and considers all possible snags.
Arranging for food and beverages
The food and beverage selection can make or break your event. Consider everyone's dietary restrictions and preferences when choosing a menu. You can offer vegetarian, vegan, and gluten-free options as your baseline to ensure everyone is taken care of. If you have a small, casual team, maybe a casual dinner followed by a fun activity or night out is easier—it’s all about what works for you.
Setting up audiovisual equipment and entertainment
Technical issues can be the death of the vibe you’ve carefully curated. Ensure that you test the equipment before the event to avoid last-minute mishaps. A professional DJ or other forms of entertainment are crucial, especially for large events. Lots of small, engaging activities like photo booths, dessert stands, and games can also help make a space feel more alive.
Start planning the best holiday party your team has ever seen
By considering the factors we’ve outlined and putting careful thought into each element of your event, you'll be well on your way to planning a company holiday party that will be the talk of the office long after the tinsel has been packed away.
And remember, the biggest key to a successful company holiday party is to create an atmosphere where everyone feels welcomed, appreciated, and celebrated.
Need help getting started? Our expert corporate event planners have got your back. Get in touch today.
