Planning a company holiday party is the perfect opportunity for companies to give back to their employees and thank them for all their hard work with a thoughtfully planned event and delicious meal. The planning process, though, can sometimes feel like a daunting task, no matter how small or large your organization is. Whether you’re planning a formal event or a laid back party, here’s a company holiday party checklist to get you started:

FIGURE OUT THE BASICS 

• Get a headcount: The first thing you should do when planning a party is determine how many guests will be attending. Often overlooked, a general idea of the number of guests you can expect will determine a lot of your event details. Be sure to take spouses and children into account if you are including them, too!

• Set the budget: Make sure your company has allocated a budget to cover the basics and any additional expenses for the event, including transportation or unique add-ons. Setting a general budget before you start planning will also help to determine what style of party and which vendors will be the best fit.

• Decide on a theme: Formal black-tie holiday gala? Ugly sweater party? Whatever style you’re going for, be sure to decide sooner rather than later. Your company culture and budget can also help determine the type of event your employees will enjoy.

• Determine the location: After getting a head count and a budget, determine which venues have your chosen dates available. The holidays can be a busy time for a lot of places, so definitely reach out to your favorite spaces far in advance.
• Set the date: The holiday season can keep social calendars pretty busy with various parties and gatherings, so make sure to book your preferred date as soon as possible. Once your location, date, and theme are set, send a Save the Date as soon as possible so your employees can make arrangements to be there. With family obligations and other seasonal events, you’ll want to make sure you get on everyone’s calendars as quickly as possible!

BOOK YOUR VENDORS

• Hire a caterer: Planning a holiday menu can be a lot of fun! Your caterer can help you plan the perfect seasonal menu that coincides with your party theme and company culture. To ensure all of your employees can safely enjoy your menu, head on over to our managing allergies for your event blog! 
• Transportation: Planning on having a post-work event? Including transportation for your employees is a thoughtful way to make sure everyone invited can easily attend. Party buses that leave your corporate headquarters will have your colleagues feeling incredibly thankful. Sober rides are also an important thing to think about if you plan to serve alcohol.
• Photo booth: What’s a modern day event without a fun photo booth? Plan a casual photo booth with fun props for a more laid-back event, or find a pop-up photo booth company to be there for the duration of the party. And if your party is more formal, consider an elegant holiday-themed photoshoot setup.
• DJ and music: Music makes everything better. Book a DJ or even a live band to really bring that Nashville party fun! After all, what’s a good holiday party without a Christmas tune or two?

MORE IDEAS

• Consider a planner. Planning an event for all of your employees will feel like a second job at times, so consider hiring a planner to alleviate the stress and free up your time. Here at Dream, we will handle everything from beginning to end, acting as the point of contact for every vendor, keeping your budget on track, and ensuring you and your guests have a party to remember. And if you just need help tying up loose ends and making sure everything runs smoothly, we also do month-of and day-of coordination! 
• Give out awards: A lot of companies take this time of year to present company awards, showing extra thanks to those employees whose work was extra impactful throughout the past year. We love the idea of having a few awards during a seated dinner as a way to honor your hard-working employees.
• Goodie bags: A fun add-on to any corporate event is a goodie bag for each of your employees filled with useful swag, like a branded phone charger or water bottle, or more fun items like sunglasses or branded sweets. It’s another great way to show appreciation for everyone who keeps your company running every day!
• Photographer: Having someone at the party to document the event is a great way to relive memories for years to come (as well as get some helpful marketing content). Booking a photographer to capture the fun memories is a definite extra, although we consider it a must!
• Giving initiative: Looking for your company to make a difference? Having a “Giving Initiative” for employees is a wonderful way to impact the community or charity of your choice, and the addition of a fun competition makes it more likely that all will participate! Whether you have a donation drive or guests compete to win for their charity, this is a fun addition that makes giving back and meeting philanthropic goals an exciting team event. 

Ready to book your holiday party? The Dream Team can both help plan and cater your event. Contact us to get started at [email protected]. 

Photos by Jen Creed Creative.