How to plan an office Christmas party: a step-by-step checklist
By the Mission Memories team · Updated
The short answer
To plan an office Christmas party, set a budget per head, pick a date and book the venue early (popular December Fridays often go first), choose food and drink that suits everyone, plan one activity that mixes teams, and send the invite with all the details four weeks ahead. Keep it inclusive: alcohol-free options, step-free access, and nothing that singles people out. Afterwards, share the photos and say thank you.
The timeline
| When | What to do |
|---|---|
| 10–12 weeks before | Agree the budget, pick a date, book the venue |
| 8 weeks before | Choose food, drink and any entertainment; send a save-the-date |
| 4 weeks before | Send the invite with time, place, dress code and dietary form |
| 2 weeks before | Confirm numbers and dietary needs with the venue; plan the activity |
| 1 week before | Print table plans and QR codes; brief anyone helping |
| On the night | Welcome people, start the activity early, keep an eye on the time |
| The week after | Share the photos, thank the organisers, gather feedback |
1. Set a budget per head
Budgets vary a lot; many UK teams plan somewhere around £30–80 a head for venue, food and some drinks. Decide what's included before you look at venues, and keep a small amount back for prizes and extras.
2. Book early
Popular December Fridays and Thursdays often book up by October. A lunch, an early-December weekday or a January "new year party" is often cheaper and easier to book.
3. Make it inclusive
- Good alcohol-free drinks, not just water and orange juice.
- Ask about dietary needs on the invite and pass them to the venue.
- Step-free access and somewhere quieter to sit.
- A start time that works for people with childcare, and a clear end time.
- Activities that are optional and never single anyone out.
4. Plan one activity that mixes teams
People tend to sit with their own team. One shared activity gets them talking: a Christmas photo scavenger hunt runs itself on everyone's phones, mixes departments with challenges like "get three teams in one photo" and leaves you with every photo from the night. A quiz between courses works well too.
5. Send a clear invite
- Date, start and end time, and the address with a map link.
- Dress code, if there is one.
- What's included (food, drinks) and what isn't.
- A link to give dietary needs and RSVP.
- The join link or QR code for the party game, so people can join before they arrive.
6. On the night
- Greet people as they arrive and point them to the QR code on each table.
- Start the game early so it's an icebreaker, not an afterthought.
- Keep speeches short: thank the team, award the prizes, raise a glass.
- Reveal the leaderboard before the dancing gets going.
7. Afterwards
Share the photos with everyone (one gallery beats a dozen group chats), thank the people who organised it, and ask for two minutes of feedback while it's fresh.
Add a photo game to your party in ten minutes with Mission Memories: one QR code per table, a live leaderboard, and every photo in one gallery. Free for up to 5 people, £19.99 for up to 120.
Frequently asked questions
How far in advance should you plan an office Christmas party?
Start 10–12 weeks ahead and book the venue early, because popular December Thursdays and Fridays often go first. Send the invite four weeks before.
How much should a company spend on a Christmas party per person?
It varies, but many UK teams plan around £30–80 a head for venue, food and some drinks. A lunch or an early-December weekday usually costs less.
What activities work at an office Christmas party?
Ones that mix teams and are optional: a photo scavenger hunt on everyone's phones, a short quiz between courses, or awards for the best Christmas jumper.
Run it with Mission Memories
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