How to Plan a Company Christmas Party
December venues go early and the details add up quickly. When to book, what to plan, and how to make the night work for everyone on the team.
By Sharonelle, Founder & Events Director
· 3 min read
When to start planning
| When | What |
|---|---|
| May to July | Set budget and date; shortlist and book the venue |
| August to September | Book catering, entertainment and any AV |
| Early November | Send invitations and collect dietary needs |
| Late November | Confirm numbers, seating and running order |
| The week before | Final confirmations with every supplier |
Thursdays and Fridays in early and mid December are the most popular dates. Consider a Monday to Wednesday, or a January "new year" party, for more choice and better value.
Setting the budget
Most companies budget per head. Include venue hire or minimum spend, food, drinks, entertainment, décor, staffing, transport and VAT. Check whether your company has a tax-exempt allowance for annual staff functions with your accountant, as the rules have conditions.
For typical catering prices, see our corporate catering guide.
Office, private room or venue?
| Option | Good for | Watch out for |
|---|---|---|
| In the office | Smaller teams, lower budget | Building rules, clearing the space, deliveries |
| Private dining room | Up to a few dozen guests | Minimum spend, early finish |
| Exclusive-use venue | Larger companies, a real party | Booking early, higher cost |
| Shared party night | Small teams who want atmosphere | Less control over food and music |
Food and drinks
- Choose a format that suits the night: seated dinner, bowl food or food stations
- Collect dietary requirements with RSVPs; see planning dietary requirements
- Offer good non-alcoholic options, not just soft drinks
- Decide how drinks are paid for: open bar, tab limit or tokens
We cater Christmas parties across London, including central London and Canary Wharf.
Make it work for everyone
- Not everyone celebrates Christmas or drinks alcohol, so keep the theme light and the options broad
- Choose an accessible venue, and share access information
- Hold it at a time that works for people with caring responsibilities
- Plan the music and entertainment for a mixed audience
On the night
- One person runs the night, with every supplier's number
- A short welcome and thank-you from leadership, early in the evening
- A clear finish time and plan for getting everyone home
- Someone responsible for staff wellbeing during the evening
If you'd rather hand it over, Nelle plans and runs corporate events including Christmas parties across London and the Home Counties. See also our corporate event planning checklist.
Questions answered
When should you book a Christmas party venue in London?
Ideally between May and July for December Thursdays and Fridays, which book up first. Early-week dates and January parties are easier to find.
How do you make a Christmas party inclusive?
Keep the theme light, offer good non-alcoholic drinks and food for every dietary need, choose an accessible venue, and pick a time and entertainment that suit a mixed team.
Is a Christmas party tax-free for the company?
There is an allowance for annual staff functions in the UK, but it has conditions. Check the current rules with your accountant before setting the budget.