Christmas Party Planning Made Easy | Tally Workspace

Planning the office Christmas party is exciting — but let’s be honest, it can also feel a little overwhelming!

You’re not just planning any party; this is the event everyone looks forward to, where colleagues can let their hair down, celebrate the year’s successes, and make memories together.

After all, the work Christmas party is an event most employees look forward to each year, so it should be a key event in your calendar.

But don’t worry — whether you’re new to Christmas party planning or a seasoned pro, we’ve got your back.

In this guide, we’ll show you how to plan an unforgettable work Christmas party without the stress.

From venue ideas to entertainment that’ll get even the quietest team members dancing, we’re here to make the process easy, fun, and totally manageable.

Ready to sleigh your planning? Let’s dive in!

How do you plan a good Christmas party?

When it comes to planning a cracking Christmas party, there are a few must-dos to keep in mind.

First up: set your date early!

Venues get snapped up fast (sometimes around June-July), so getting ahead of the game means you’ll have your pick of the best spots that suit both your team and your budget.

Plus, Christmas is a busy time for everyone, so sending out invites nice and early ensures your guests can mark it in their calendars and avoid any awkward scheduling clashes.

But there are a few other things to sort, so here’s your handy Christmas party planning checklist:

Set your date: It’s best to start looking from June to September, but the earlier the better for larger companies.
Estimate how many people will be attending: No need to invite anyone in the early stages — there’s still more planning to be done! But tallying up how many employees you have is a good place to start.
Decide what sort of Christmas party you want: Classy and elegant, understated and cosy, or all-out shenanigans?
Set your budget: Before looking at venues, have a budget in mind — it’ll help you to narrow down your list, since there are so many to choose from!
Find a venue: One you’ve got your date, rough attendee numbers, Christmas party vibe, and budget, it’s time to look at where you’ll be hosting your festive bash. Try to choose somewhere close to your office, or easy to travel to for out-of-towners. Not sure where to start? How about our top London Christmas party venues?
Send the invitations: Making sure to include all the details.
Arrange transport: If the venue’s further away or you have people travelling from out-of-town, consider organising transport home for your team.
Arrange overnight stays: Throwing a big team bash with staff from further afield? You might have to think about booking their hotel stay, too — luckily, most places offer group and corporate discounts, but it’s worth booking in advance.
Organise entertainment: Music, games, or even a photo booth! Whether it’s a DJ or background music, get your entertainment locked in.
Plan party activities: Secret Santa, awards, or games? Keep everyone engaged and in the festive spirit with some fun activities.
Plan the menu: Whether it’s a full sit-down meal or buffet, make sure there’s something for everyone, including dietary requirements. And if you need people’s meal choices in advance, make sure you have all the info you need.
Choose decor: Create a festive atmosphere with Christmas decorations, lighting, and maybe a themed centrepiece for that wow factor.
Confirm everything: A week or two before, confirm with the venue, caterers, and any entertainment providers to avoid last-minute hiccups.
Party time! After all the planning, it’s time to relax, enjoy the party, and celebrate the festive season with your team! 🎉

There’s lots to this Christmas party planning lark, so let’s break it down.

What is the most popular date for Christmas parties?

The most popular date for Christmas parties is usually a Friday in mid-December — right when everyone’s in full festive swing but before people start heading off for their holidays.

Fridays are ideal because no one has to worry about getting up early for work the next day, which means more time to enjoy the fun (and maybe a few extra mince pies!).

The second or third Friday of December tends to be the sweet spot, so if you’re aiming for that, be sure to book your venue early!

How to choose your Christmas party venue

Once you’ve got your date, budget, and rough guestlist, choosing the perfect venue is key.

Think about the size of your party and whether you’d prefer to host it at the office or book a dedicated event space.

Hosting at your office gives the party a familiar, cosy vibe where everyone can relax and soak up the festive spirit.

But if you want a bit more space or flexibility, renting a dedicated venue could be the way to go.

You’ll have the freedom to transform the space into anything you like — whether that’s a winter wonderland or a glamorous ballroom, depending on your theme!

Decorating your work Christmas party

Now, let’s talk decorations.

The right decor can really take the Christmas party to the next level.

Think fairy lights, tinsel, and festive table centrepieces.

Whether you go for a classic red and green colour scheme or a sleek silver and gold vibe, paying attention to the details is what makes the magic happen.

Hang mistletoe in all the right places, scatter some fake snow for that wintery feel, and throw in a few scented candles to create a warm, welcoming atmosphere.

And finally, don’t forget about a festive theme! It can add that extra sparkle to your Christmas party.

Whether you go for an elegant winter wonderland or a fun ugly sweater theme, weaving it into your decor and dress code makes everything more memorable.

For a winter wonderland, think snowy backdrops, white drapes, and glittering snowflakes — encouraging your guests to wear their finest winter glam.

Or opt for an ugly sweater party, for a dress-down, casual Xmas party — maybe even give out prizes for the tackiest ones!

Remember, it’s all in the details.

From the invites to the decorations and theme, creating a warm and inviting atmosphere will guarantee a festive celebration your team will never forget.

What time should a Christmas party start?

Deciding what time your Christmas party should kick off depends on the vibe you’re going for!

If it’s a more relaxed, after-work gathering, starting around 5 or 6 pm is ideal.

It gives everyone time to wrap up their day and head straight into the festive fun.

But if you’re going all out and want a full evening of celebrations, a 7 pm start works well, giving people time to head home, freshen up, and get into their party outfits.

Whichever time you choose, just make sure it fits with your team’s schedule and allows plenty of time for mingling, eating, and maybe even a bit of dancing!

How late is too late for a Christmas party?

Figuring out how late is too late for a Christmas party really depends on your team and the vibe of the event.

If you’re planning a work night party, it’s good to keep things wrapped up by around 11 pm or midnight, so people aren’t dragging themselves in the next morning.

But, if it’s a Friday or weekend event, you can stretch the fun a bit later — just make sure there’s a clear end time so people know when to expect the night to wind down.

Also, factor in things like transport or whether you’ve got any colleagues who’ll need to get home at a reasonable hour.

Ultimately, it’s all about striking the balance between festive fun and not leaving anyone feeling totally shattered the next day!

How to invite employees to the office Christmas party

Inviting your team to the office Christmas party?

You’ve got a couple of fun options!

If you want to go the traditional route, you can send out physical invitations — think beautifully designed cards with a personal touch, like handwriting each guest’s name.

t’s a classy way to get everyone excited.

Or, if you’re looking for something a bit more budget-friendly (and eco-friendly!), why not go digital?

There are loads of options for creating stunning e-invitations that can be emailed straight to your team.

Quick, easy, and still super festive!

Whichever route you go, just make sure you include all the key info — date, time, venue, and any special requests (like dress code or secret Santa details).

As you start sending out invitations, be prepared to manage RSVPs and any last-minute changes.

People may have conflicting commitments or unexpected things come up, so staying flexible and accommodating will help you plan smoothly and ensure everyone has a great time!

What's the best food for a Christmas party?

The best food for a Christmas party really depends on the vibe you’re going for, but variety is key to keeping everyone happy!

If you’re looking to impress, go for a mix of festive classics and crowd-pleasers.

Think along the lines of roast beef sliders, mini Yorkshire puddings, and a cheese and charcuterie board — perfect for an evening event when people want something heartier.

For a lighter, daytime party, brunch-inspired dishes like smoked salmon and cream cheese bagels, mini quiches, and fresh fruit platters work a treat.

And don’t forget about dietary requirements — vegan and vegetarian options are a must, but it’s also worth checking whether any other team members have any additional dietary requirements, too.

Roasted veggie tartlets, stuffed mushrooms, and vegan sausage rolls will go down a storm with everyone.

And it’s not just about the food — the drinks are just as important!

Mulled wine and eggnog are always a hit, but why not add a little twist with signature cocktails or festive mocktails?

A spiced apple cider sangria or a cranberry mule will make your party stand out, while a cranberry spritzer or peppermint hot chocolate will keep non-drinkers in the festive spirit.

How do you make a staff Christmas party fun?

Making a staff Christmas party fun is all about creating an atmosphere where everyone can relax, laugh, and enjoy themselves.

A good mix of entertainment and activities will keep the energy up and make sure everyone has a great time.

You could bring in some entertainers — magicians, caricature artists, or live musicians add a special touch and create moments people will be talking about long after the party.

But if you’re looking for something a bit more hands-on, DIY activities can be just as fun!

Try organising a Christmas-themed trivia game to get everyone involved or set up a photo booth with festive props for some silly snaps.

These kinds of team-building activities break the ice and keep the party feeling lively.

The key is to balance the entertainment with time for people to chat, enjoy some food and drinks, and soak up the festive vibes.

With the right mix, your staff Christmas party will be a blast!

How to throw a last-minute Christmas party

Throwing a last-minute Christmas party?

No need to panic — it’s totally doable with a bit of quick thinking and smart planning!

Here’s how to pull it off:

Keep it simple: Focus on the essentials: venue, food, drinks, and entertainment. If you don’t have time to book a fancy spot, hosting at the office can be surprisingly festive!
Easy catering: No need to cook up a storm! Opt for easy-to-grab party platters, finger foods, or order in from a local restaurant. It saves time and keeps everyone happy.
Festive drinks: Keep the drinks flowing with a mix of festive classics like mulled wine or Prosecco, and don’t forget a couple of non-alcoholic options. You can even grab ready-made cocktails to keep things simple!
Quick decorations: A few fairy lights, some tinsel, and a Christmas tree (even a mini one) will instantly give the space a festive feel. No need to go overboard — just add some sparkle.
Fun entertainment: Think simple but effective: a Christmas playlist (no need for a DJ if you’ve got a speaker), a few party games (Secret Santa, anyone?), or even setting up a festive photo booth with props can get the fun started.
Send out invites fast: Go digital to get the word out quickly — whether it’s a group chat, Slack channel, or an email, let everyone know the details ASAP.

The key is not to overthink it!

A last-minute party can be just as fun, as long as there’s a good atmosphere, some festive cheer, and plenty of laughs.

With these handy tips, you’re all set to create an unforgettable Christmas party!

Just keep the key elements in mind — guest list, menu, and entertainment — and you’ll have everything covered.

A little planning goes a long way, and soon you’ll be hosting a festive event that everyone will enjoy.

Need help finding the perfect venue?

Our team of event space experts is here to help you find the ideal spot for your Christmas party.

Get in touch, and we’ll make sure your event is one for the books!

Happy planning, and have a very merry Christmas! 🎄

Written by Laura Beales

Christmas Party Planning Made Easy: How to Host an Unforgettable Office Party