A short checklist for planning the company holiday party
Dates, venue, budget approval and the small details that make a company holiday party feel easy. A practical checklist for the person who got handed the job.
If you've been asked to plan this year's holiday party on top of your actual job, this checklist is for you. It's short on purpose.
8 to 12 weeks out
- Pick two or three possible dates. December weekends book quickly, for venues and vendors alike. A Thursday, or an early January "new year" party, gives you more options and often better rates.
- Get the budget approved in writing, including whether tax and gratuity come out of the same number.
- Decide who's invited. Employees only, or plus-ones? It roughly doubles your headcount, so settle it before you call venues.
- Book the venue, then the vendors that depend on it: catering, music, photo booth.
4 to 6 weeks out
- Send the invitation with a clear RSVP date. Calendar invites get answered faster than emails.
- Ask about dietary needs in the RSVP, not the week before.
- Plan one thing people will talk about. A photo booth, a short awards moment, a dessert bar. One is enough.
- Send vendors your logo and colors for anything branded, so proofs can be approved without a rush.
The week of
- Confirm final headcount with the venue and caterer.
- Send vendors a one-page schedule: load-in time, start time, contact person on site.
- Arrange rides or share rideshare details if alcohol is served.
- Assign someone else to handle questions on the night, so you can enjoy it too.
Why a photo booth works at work parties
Holiday parties have a familiar problem: people stay with the coworkers they already know. A booth gives mixed groups a reason to stand together for two minutes, and that's often all it takes. Everyone leaves with a print, and you get a gallery of photos for the company newsletter or social channels.
Our booths include an attendant, props, your logo on every print or 360 video, and an itemized invoice that's easy to send to accounting. More on company events, or build an estimate to share with whoever approves the budget.