The Best 2024 Corporate Holiday Party Planning Checklist
Planning a company holiday party can be a daunting task, with countless details to manage and deadlines to meet. It's easy to overlook important elements, forget to double-check bookings, or miss follow-up tasks. That's why having a comprehensive checklist is essential to ensure nothing slips through the cracks. Welcome to The Best 2024 Corporate Holiday Party Planning Checklist! At Crestline, we understand the challenges of event planning, and we're here to help. Our free downloadable widget is designed to streamline your planning process, keeping you organized and stress-free. With our checklist, you'll have everything you need at your fingertips to create a memorable and seamless holiday celebration for your team.
August 14, 2024
Download Your Own Copy Of Our PDF Corporate Holiday Party Planning Checklist
The rest of this page will guide you through the contents of our downloadable checklist, breaking down each step to ensure your company holiday party is a success. From initial planning stages to the final touches, you'll find detailed instructions and tips to keep you on track. Take it from the top, or skip to the topic that interests you most:
1-2 Years Before Your Conference: Initial Planning Checklist
Planning a corporate holiday party involves numerous steps to ensure a memorable and enjoyable event. Here’s a comprehensive checklist to guide you through the process, ensuring no detail is overlooked.
1. Setting a Budget
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Determine Overall Budget:
Assess the total amount allocated for the holiday party.
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Break Down Expenses:
Divide the budget into categories such as venue, catering, decorations, entertainment, and gifts. Be sure to consider how many guests the party will have:
- Can your employees bring a friend or family member as their +1?
- Will the party be child-friendly?
- Will you invite any partners, investors, or other guests to the party?
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Contingency Fund:
Allocate a portion of the budget for unexpected expenses.
2. Gathering a Planning Team
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Assemble a Team:
Identify and recruit team members who will assist with planning and execution.
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Assign Roles and Responsibilities:
Clearly define each team member’s duties, such as coordinating with vendors, managing invitations, and overseeing decorations.
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Establish Communication Channels:
Set up regular meetings and communication tools for effective coordination.
3. Setting a Date
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Choose a Date:
Select a date that avoids major holidays and company events. If your company is taking a break over Christmas and NYE, the party would ideally happen a few days before the break.
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Send Save-the-Dates:
Notify employees of the chosen date well in advance.
4. Picking a Theme or Party Type
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Select a Theme:
Choose a fun and engaging theme (e.g., Winter Wonderland, Ugly Sweater Party, Classic Christmas…).
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Align Activities with Theme:
Plan activities and decorations that complement the chosen theme.
5. Picking the Location/Venue
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Select a Venue:
Choose a location that fits the size of your company and aligns with the theme.
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Book Early:
Reserve the venue well in advance to secure your desired date.
6. Choosing Vendors (If Needed)
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Entertainment:
Decide if you need a DJ, band, or some other performer. Smaller teams may not need to hire an entertainer, but you may want to consider renting a sound system for playing music, or party lights.
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Photographer/Videographer:
Hire a professional photographer/videographer to capture the event. Again, if you’re a smaller team, you may want to decide renting out camera equipment, instead.
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Other Vendors:
Consider additional vendors such as caterers, bartenders, or decorators.
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7. Planning Activities
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Games and Contests:
Plan fun activities like Secret Santa, holiday trivia, or an ugly sweater contest.
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Raffles and Prizes:
Organize a raffle with prizes to keep attendees engaged.
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Team-Building Activities:
Include activities that promote team bonding and interaction.
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Need ideas?
We got ‘em. Check out 12 Days of Christmas Ideas for Work – Fun & Gifts for Employees and 8 Fun Office Holiday Party Ideas.
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8. Logistics: Food, Drinks, Equipment, and Supplies
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Catering:
Choose a catering service that offers a variety of food options to accommodate all dietary restrictions*.
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Drinks:
Plan a selection of beverages, including alcoholic and non-alcoholic options.
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Equipment:
Ensure all necessary equipment (e.g., sound system, microphones, projectors) is available and functioning.
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Supplies:
Stock up on party supplies that your vendors won’t be providing like plates, party cups, and napkins.
Be sure to ask your team about allergies, intolerances, or dietary preferences ahead of deciding on a menu/buffet.
9. Swag and Decorations
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Themed Decorations:
Purchase customized and themed decorations such as:
- Christmas Ornaments
- Table Throws
- Holiday Lights
- Balloons
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Swag Items:
Order matching company and/or Christmas themed merchandise for your team, such as:
Consider also whether you want to order any games or novelty item props for planned activities.
10. Small Gift Bags for Attendees
Nothing amps up the festive factor at gatherings like well-chosen party favors, individually or packed in cute gift bags and tied up with a bow.
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Goodie Bags:
Prepare small gift bags with holiday treats, company-branded items, or winter-related souvenirs.
- Get inspired with Crestline’s best-selling goodie bag and stocking stuffer items, ready to be thrown into your holiday party goodie bag.
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- Need to keep it simple? Here are a few of our best-selling food gift baskets and pre-assembled holiday gift:
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Personal Touch:
Include a personalized note or company holiday card in each bag.
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Go Bigger:
In addition to party favors, you may want to have your executive team hand out your company holiday gifts to staff, along with a warm smile and a handshake in thanks for the year’s work.
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Need more ideas?
You know we have them! Check out Fun Goodie Bag Ideas & Custom Christmas Party Favors for Adults and Fun it Up with Office Christmas Party Favor Ideas for Employees.
11. Sending Out Invitations
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Design Invitations:
Create festive invitations that match the theme of the party.
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Distribute Invitations:
Send out invitations via email or physical copies, ensuring all employees receive one.
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RSVP Management:
Track RSVPs and follow up with non-respondents.
12. Preparing a Speech (If Applicable)
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Draft a Speech:
Prepare a speech to thank employees, celebrate achievements, and spread holiday cheer.
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Practice Delivery:
Rehearse the speech to ensure smooth delivery on the day of the event.
13. Last-Minute Confirmations
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Vendor Confirmations:
Confirm all arrangements with vendors a few days before the event.
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Final Headcount:
Verify the final number of attendees for catering and seating arrangements.
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Logistics Check:
Double-check all logistical details, including equipment setup and decorations.
14. Party Time: Day-of Checks
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Early Arrival:
Arrive early to ensure everything is set up correctly.
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Staff Briefing:
Brief staff and volunteers on their roles and responsibilities.
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Welcome Attendees:
Greet guests and ensure they feel welcome and engaged.
15. Cleanup and Aftermath
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Cleanup Plan:
Organize a team for post-event cleanup.
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Feedback Collection:
Gather feedback from attendees to improve future events.
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Thank-You Notes:
Send thank-you notes to vendors, volunteers, and attendees.
This checklist should help ensure your corporate holiday party is well-planned and executed smoothly. Feel free to customize it based on your specific needs and company culture.
See more promotional products and planning tools for parties, conferences, trade shows, and other events at crestline.com. We know promo!
