How to Plan a Christmas Party: A Planning Checklist
Planning a Christmas party involves more than choosing a menu. From setting the budget and guest list to arranging food, drinks and entertainment, a little organisation goes a long way.
With years of experience planning Christmas events for corporate and private clients across London, Hampshire and the Home Counties, Peapod & Co. has put together this helpful checklist to help you plan a celebration that runs smoothly.
Your Christmas party planning timeline
6–9 months before: Set your date, budget and approximate guest numbers. Book your venue and caterer, particularly for popular December dates.
3–6 months before: Confirm the format, menu and drinks. Book entertainment and other suppliers, and send invitations.
6–8 weeks before: Chase RSVPs and collect dietary requirements and accessibility needs. Finalise styling, seating and transport.
4–5 weeks before: Confirm guest numbers with your venue and caterer. Send final dietary information, seating plans and timings to the relevant suppliers.
1 week before: Remind guests of the arrangements and confirm supplier arrival times and set-up.
On the day: Allow time for set-up and appoint one person to coordinate the running order and suppliers.
Shorter timelines can be managed for smaller events.
1. Set the date, budget and guest list
Start with three decisions that will shape the rest of your plans: the date, budget and guest list.
December dates fill quickly, especially Thursdays and Fridays, so book early where possible. Set a realistic budget that covers catering, drinks, staffing, venue hire, furniture, entertainment and any additional services.
Guest numbers will help determine the right setting and format. A drinks reception for 40 people requires a different event space from a seated dinner for 150.
Before confirming bookings, check deposits, cancellation terms and exactly what's included in the price.
2. Choose the setting and format
The right setting depends on your guest numbers, budget and the atmosphere you want to create.
At home: A dinner party or drinks reception can create a relaxed, personal celebration. Consider space for guests and catering, along with supplier access and parking.
In the office: Hosting at work can be convenient, provided there's enough space for food, drinks and entertainment. Check the kitchen facilities, furniture and coat storage. Where kitchen facilities are limited, temporary kitchens can be arranged.
At a hired venue: A private dining room, restaurant or dedicated event space offers a change of setting without the work of hosting yourself. Check catering company options, what's included in the hire and any restrictions on entertainment or finishing times.
Next, decide on the format. Canapés and drinks, a sit-down dinner or a combination of the two can all work well. A seasonal theme, festive table styling and lighting can bring the event together without overcomplicating it. For more ambitious Christmas party concepts, Peapod & Co. can connect you with trusted event production partners who can bring your vision to life, from bespoke installations (as shown in the Alpine-themed party pictured above) and lighting to staging, furniture and more elaborate styling.
3. Plan the food and drinks
Your menu should suit the format of the event, feel suitably festive and provide enough food and drinks for all your guests.
For a standing reception, canapés, bowl food or food stations allow guests to eat while socialising. For a sit-down dinner, plan the whole experience, from arrival drinks and starters to dessert, coffee and cocktails.
Ask guests about dietary requirements and allergies when sending invitations, and ensure suitable alternatives are available.
Drinks can help set the tone, whether you opt for English sparkling wine or Champagne, seasonal cocktails or a festive welcome drink. Include appealing alcohol-free options too.
At Peapod & Co., our experienced catering and event team can help you plan the menu, staffing and service to suit your venue, guest numbers and budget.
4. Send invitations and manage RSVPs
Send invitations as soon as your date and arrangements are confirmed. Include the location, timings, dress code and RSVP deadline, along with travel or parking information where relevant.
Ask guests to confirm attendance and provide any dietary requirements, allergies or accessibility needs. If plus-ones are invited, make this clear.
Set a firm response deadline so you have time to confirm final numbers, seating and catering. For a seated dinner, prepare a seating plan and arrange place names if needed.
Send a reminder a week before the party with the essential details so guests know what to expect.
5. Add entertainment and finishing touches
Choose entertainment that suits the occasion rather than trying to include too much.
For an office celebration, a short speech, Christmas quiz/challenge or informal awards can work well. Larger parties might call for a DJ, live music or a photo booth.
Seasonal flowers, winter foliage, a Christmas tree, candles, cordless lamps and atmospheric lighting can transform a space without an elaborate theme. For larger events, a photographer can also be worthwhile.
6. Finalise the details and running order
Before the party, confirm timings, supplier arrangements, entertainment and any transport requirements. Make sure everyone involved knows their responsibilities.
For office parties, consider how guests will get home and arrange taxis or group transport in advance if needed.
On the day, allow time for suppliers to set up and appoint one person to manage the running order. This leaves the host free to welcome guests and enjoy the occasion.
A simple Christmas party running order
6.30pm: Guests arrive for drinks and canapés.
7.30pm: Dinner begins or food stations open.
8.00pm: Welcome speech or short address.
9.15pm: Dessert, coffee and cocktails.
10.00pm onwards: Music, dancing and entertainment.
Later: Late-night food, if planned.
Adapt the timings to suit your venue, format, menu and guest numbers.
Whether you're planning an office celebration, a party at home or an event at a hired venue, getting the details right early makes all the difference.
Planning a Christmas party? From seasonal menus and canapés to catering and event support, Peapod & Co.can help bring your celebration together.