Examples of Corporate Holiday Party Planning Checklist

Example 1: The All-Inclusive Corporate Holiday Bash

Context: This checklist is ideal for companies planning a large, festive celebration for all employees, complete with food, entertainment, and decorations.

1. Set a Budget: Determine the total budget for the event, including venue, catering, and entertainment.
2. Choose a Venue: Book a location that accommodates all employees comfortably. Consider accessibility and parking.
3. Select a Date and Time: Pick a date that avoids conflicts with other company events or holidays. A Friday evening is common.
4. Send Invitations: Create and distribute digital invitations at least three weeks in advance. Use a fun theme to engage employees.
5. Plan the Menu: Work with a caterer to offer a variety of food options, accommodating dietary restrictions.
6. Arrange Entertainment: Hire a DJ or live band to keep the party lively. Consider adding fun activities like a photo booth.
7. Decorate the Venue: Choose a festive theme (like Winter Wonderland) and plan decorations that reflect it.
8. Organize Transportation: If the venue is far, consider arranging shuttles or ride-sharing options for employees.
9. Create a Program: Schedule the evening’s activities, including speeches, awards, or games.
10. Follow Up Post-Event: Send out thank-you notes to attendees and share photos from the party.

Notes: Variations may include themed parties (such as a masquerade ball) or casual gatherings (like a potluck), which might alter elements of the checklist.

Example 2: The Intimate Office Holiday Gathering

Context: This checklist is perfect for smaller teams wanting a cozy holiday celebration, perhaps at the office or a local restaurant.

1. Establish a Budget: Define how much you can spend on food and activities, keeping it manageable for a smaller group.
2. Choose a Date: Select a date that works for the majority, ideally during the lunch hour or after work.
3. Select a Location: Consider holding the gathering at the office for a casual feel or choose a nearby restaurant for a change of scenery.
4. Plan the Menu: Decide between a catered lunch, a potluck, or dining out. Ensure options are inclusive of all dietary needs.
5. Send Invitations: Use a group email or a messaging app to invite team members, including an RSVP for headcount.
6. Decorate the Space: If hosting at the office, add some holiday cheer with simple decorations like string lights or a small tree.
7. Organize Activities: Plan for a few light-hearted games or a Secret Santa gift exchange to encourage team bonding.
8. Capture the Moment: Assign someone to take photos during the event to create memories.
9. Prepare for a Toast: Encourage team leaders to prepare a few words to celebrate the year’s achievements.
10. End on a High Note: Conclude the gathering with a fun group photo and express gratitude for everyone’s hard work.

Notes: A variation could include a theme like “Ugly Sweater Day” to encourage fun attire.

Example 3: The Virtual Holiday Party Planning Checklist

Context: This checklist is designed for companies with remote teams who want to celebrate the holidays together online.

1. Decide on a Date and Time: Choose a time that accommodates different time zones within your team.
2. Select a Video Conferencing Platform: Use a reliable platform that everyone is comfortable with, such as Zoom or Microsoft Teams.
3. Plan the Agenda: Outline the flow of the event, including welcome speeches, games, and a virtual toast.
4. Send Digital Invitations: Create a festive digital invitation with links to join the meeting and a calendar reminder.
5. Organize Fun Activities: Incorporate virtual games like trivia or holiday-themed bingo to keep everyone engaged.
6. Coordinate a Gift Exchange: Use a service like Elfster to manage a Secret Santa gift exchange, ensuring everyone receives a gift.
7. Encourage Festive Attire: Suggest that participants wear holiday-themed outfits or accessories to create a festive atmosphere.
8. Prepare Backgrounds: Offer virtual backgrounds for employees to use, like holiday scenes or fun graphics.
9. Send Out Goodie Bags: Mail out holiday treats or company swag to participants to enjoy during the party.
10. Capture the Celebration: Record the event or take screenshots to share with the team later.

Notes: Consider varying the activities based on the team’s interests, such as incorporating a virtual cocktail-making class or a holiday cooking demonstration.