Planning the perfect company holiday party can feel like juggling a dozen candy canes at once—there’s so much to organize! From finding the ideal venue to curating the entertainment and decorating, the whole process can be a logistical challenge. But don’t worry. We’ve created the ultimate checklist for company holiday party planning to give you everything you need to pull off a fun-filled, memorable holiday work event.
Let’s dive in and make this holiday season a hit for your team!
The 2024 Holiday Party Planning Checklist
1. Set the Date Early
Timing is everything, especially regarding holiday work events in 2024. The holidays can be a busy time for employees. If you want most of your employees to attend, setting the date early can allow them to set that day aside without conflicting with their other holiday activities or work schedules. Additionally, securing the perfect venue often depends on how early you book, making it in your best interest to start early.
Work with your teams by doing a quick poll on which days of the week work best. Then, set a date and consider sending out a “Save the Date” email as early as October to give employees ample time to mark their calendars.
2. Establish a Budget
Before diving into the fun details, figure out how much you can or want to spend. Your budget will dictate most decisions, from the venue and food to the entertainment and holiday gifts. Consider expenses like:
- Venue rental
- Catering (food and drinks)
- Decorations
- Entertainment (live music, DJ, photo booth, etc.)
- Employee gifts or party favors
- Transportation (if needed)
Once you have your budget in place, you can prioritize the most critical aspects of the event and ensure you don’t overspend.
3. Choose the Right Venue
One of the most significant decisions is where to host your 2024 company holiday party. You’ll want a venue that matches your company’s vibe and can accommodate your team comfortably. Here are a few venue ideas:
- Restaurant or banquet hall: If you’re looking for something more formal with catering included.
- Rooftop or loft space: For a chic, urban holiday event.
- Outdoor venue with heated tents: Perfect for companies that love a cozy winter atmosphere.
- Local Event Venue: A perfect way to get employees out of the office and into a lovely space while supporting a local business.
- Onsite at the office: A cost-effective option where you can transform a familiar space into a winter wonderland. Keep in mind that catering and cost of decorations can make this option less cost effective than you may think.
4. Pick a Theme
Setting a theme is an easy way to add flair to your holiday work event. Plus, it simplifies decisions on decorations, entertainment, and even the dress code. All it takes is selecting a theme that matches your team’s personality. Here are some festive ideas for 2024:
- Winter Wonderland: Think white, silver, and icy blue decorations with fake snow, frosted centerpieces, and winter-themed cocktails. Add some friendly woodland creatures to up the cuteness!
- Holiday Movie Night: A nod to classic holiday films, complete with themed food and decor.
- Ugly Sweater Party: Encourage employees to wear their most outrageous holiday sweaters and even have a contest for the ugliest one.
- Retro Holiday: Choose a specific decade, like the ‘80s or ‘90s, and get everyone to dress up accordingly.
- Holidays Around the World: Highlight how various countries and cultures celebrate the holiday by including decor, dishes, and other traditions in the party.
5. Create the Guest List
Decide who will be invited to the office holiday party. Will it be limited to employees only, the employee plus one, or can they bring their entire family? Will the holiday party include clients, or is this strictly an internal event?
Knowing who is invited sets employee expectations while ensuring the preset budget is followed. Once the guest list is decided upon, confirm your guests early on so that you can make informed decisions about catering and seating, and they know who else to invite.
6. Plan the Entertainment
A holiday work event wouldn’t be complete without entertainment, and a party without some element of entertainment will not last. Instead, find entertainment that aligns with your party theme. Doing so will keep guests entertained and engaged in the festivities, making all your effort worth it.
Depending on your budget and venue, here are some types of entertainment you can consider:
- Live Band or DJ: Nothing gets a party going like great music. Make sure to pick a setlist that caters to different tastes.
- Photo Booth: Fun and easy, a photo booth allows employees to take home a little memory from the night.
- Karaoke: If your company has some singers in the house, this is a hilarious way to liven up the office party.
- Games or Raffles: To keep guests engaged, plan interactive games (trivia, contests, etc.). You can also hold a raffle for prizes like gift cards or an extra vacation day.
- Holiday Crafts: Get employees to gather around and create something together. From a personalized painting to holiday gifts, this can get employees talking and working together.
7. Catering: What’s on the Menu?
What’s a holiday party without delicious food and drinks? And let’s be honest, sometimes the food is what gets people to attend — so this is arguably one of the most important steps! Dedicate planning time to determine what food you will provide and how it will be provided.
Ask yourself questions like, will the party be catered? Will you provide a full dinner or just appetizers? Will you provide drinks or mocktails? Also, consider how the food will be served. Should food be provided buffet-style? At food stations? Or are they passed around as appetizers?
8. Deck the Halls with Decorations
Simply showing up at a venue or office without decorations hardly makes it feel like a party. Be sure to dedicate some of your budget to securing decor that sets the mood and helps bring your holiday theme to life. The level of decoration depends on your theme and venue, but even small touches can make a big difference.
Types of decorations to consider are table centerpieces to match your theme, twinkling lights or other lighting, backdrops for photos, holiday backdrops, or wreaths. Channel your inner interior designer and have fun selecting the holiday decor.
9. Add a Personal Touch to the Holiday Party
Add some flare before or during the event by inviting employees to contribute to a holiday Kudoboard where employees can share their holiday wishes, photos, and memories from the year. This is a fantastic way to involve employees in party planning and add a personal touch to your event.
You can also use the board to collect holiday shout-outs, post pictures of the party, or share people’s favorite memories from last year. Then, you can display the board as a slideshow on a digital video monitor and include it in the party.
10. Get Party Favors and Gifts
Sending employees home with a little something special is a great way to show appreciation. You don’t have to break the bank—small, thoughtful gifts can go a long way. Here are some holiday party gift ideas:
- Personalized ornaments: Something they can take home and hang on their tree or wall.
- Gift cards: Always a hit and allow you to customize the gift to each employee–knowing they will get exactly the gift they wanted.
- Branded company swag: Cozy blankets, mugs, or notebooks make for useful and festive gifts.
- A donation in their name: If your company values giving back, you can make a donation to a charity in each employee’s name.
- An extra day off: If you really want to spread the holiday cheer and do something special for your employees, offer an additional paid day off.
A great way to elevate any gift is by including a thoughtful message on a holiday card with each gift. This can serve as an opportunity to thank employees for their hard work throughout the year.
Need more gift ideas? Check out “10 Great Digital Holiday Gifts for Employees in 2024”
11. Don’t Forget the Music Playlist
If you don’t have a DJ or live band, curate a playlist that matches your theme and sets the tone for the night. You can create a collaborative playlist where employees can add their favorite holiday songs to the mix—this way, everyone gets a say in the party vibes.
12. Communicate with Employees
In the weeks leading up to the event, make sure employees are informed about all the details. Send reminders, updates, and instructions for things like what to wear, gift exchanges and rules, or party activities. Use your company’s preferred communication channels, like email or Slack, to keep everyone in the loop.
13. Have a Backup Plan
Even with the most thorough company holiday party planning, sometimes things don’t go as expected. Bad weather, last-minute cancellations, or vendor issues can throw a wrench in your plans. It’s always good to have a backup plan.
Being prepared for the unexpected ensures that your holiday work event will go off without a hitch. Some areas where a back up plan may be needed are:
- Indoor venue option: If your original venue is outdoors, you will need a plan in case of bad weather.
- Entertainment: Prepare a premade playlist in case your band or DJ cancels.
- Catering adjustments: Confirm with your caterer what they can do in case of last-minute changes.
- Back-Up Activities: Sometimes the activities you plan may not work or don’t keep people interested. Therefore, it is always a good idea to have a few back-ups just in case.
- Extra Party Favors and Food: While your careful planning should account for all of your known guests, there is always the possibility someone shows up that you weren’t expecting. It is always a good idea to have a little extra of everything just in case.
Wrap-Up: Cheers to a Successful 2024 Company Holiday Party!
Planning the ultimate company holiday party doesn’t have to be stressful. With this checklist in hand, you’ll be well on your way to hosting a memorable and festive celebration that your employees will be talking about well into the new year.
Whether you’re working with a big budget or a small one, the key is to focus on making the event fun, inclusive, and reflective of your company’s culture.
And don’t forget to add that special touch by using Kudoboard—the perfect way to share holiday memories and appreciation with your team.
Cheers to a successful, fun-filled holiday work event in 2024!
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Turn any end-of-year get-together into a memorable event with a holiday Kudoboard
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