The most important facts in brief
- Early planning: Start planning in the summer to secure the best locations and conditions. Clarify goals, budget and participants early on
- Clarify responsibilities: Set up an internal team or hire external event planners to implement the organization effectively and professionally
- Participants and budget: Draw up a guest list and clarify dietary requirements. Set a budget with a buffer for unforeseen expenses
- Attractive activities and festive decorations: Offers a variety of program items such as cooking courses, team-building activities or DIY workshops. Creates the right Christmas vibe with atmospheric decorations
The Christmas party is the absolute highlight of the year and a real must-have in your company. With the right planning, it becomes an unforgettable experience that boosts team spirit and strengthens employee loyalty in the long term. Our ultimate checklist shows you how to get every detail under control and create a Christmas event that your colleagues will remember for a long time to come.
Step 1: Start planning your Christmas party early – Save the Date!
If you want to rock an unforgettable Christmas party for your team, then it’s time to get started: Start early! It’s best to start planning in the summer so that you can organize everything stress-free and secure the hottest locations – before the hectic pre-Christmas period hits.
Early Bird planning has massive advantages: You have a free choice of locations and often secure the best conditions. By obtaining offers and concluding deals early on, you can keep your budget under control and make smarter calculations.
Start with the basics: What are the goals of the party? What is the budget? And how many guests are coming? Clarify the date together with the team to avoid scheduling conflicts, and then you can get started with the first to-dos: finalize the location, book catering and entertainment, send out invitations – the whole checklist!
Pro Tip: With an invitation tool like Luma, you can make the invitation process simple and efficient. Luma allows you to manage invitations professionally and easily so that your guests and your team are always up to date with all the important details and updates about the Christmas party. This ensures that all participants have an overview of the schedule and don’t miss any important information. But also remember to have a plan B in case of unforeseen surprises, whether cancellations or bad weather. With a well thought-out backup, you can remain flexible and ensure that your Christmas celebration runs smoothly and will be remembered by your employees for a long time to come
Step 2: Clarify responsibilities – Who takes the wheel?
To make your Christmas party the highlight of the year, you need clear responsibilities. Decide who will rock the planning! You have two options: Either you go “in-house” and entrust one person or an event committee with the organization, or you bring in an external professional for the perfect process.
In-house or event committee? – Set up an internal dream team
If you are planning internally, make sure that the organizing team has enough time and resources to tackle the planning. At least four to five months in advance is ideal in order to finalize the location, catering and all details in good time. Major milestones such as the location booking or catering should be finalized at least one month before the event.
In order to organize your Christmas party, the planner always needs a complete overview of what’s coming up. A checklist helps to provide this overview: Track the status of things regularly and set a budget buffer of 5-10% so that you can react spontaneously to offers. Regular sync meetings ensure that the team stays on the same page and all questions are clarified.
Bring in external professionals – Event Creator for the wow effect!
If you prefer to leave the event in professional hands, get an experienced event planner. These experts know exactly how to create an unforgettable celebration and have the best contacts for venues, caterers and entertainment options. Thanks to their experience and connections, you can often get exclusive deals.
When making your selection, make sure that your event planner has a feel for your vision and has already successfully organized similar events. Clear communication is key for the perfect process! The same applies here: take enough time for the collaboration and keep an eye on the budget – this way your Christmas party will be a complete success!
By the way, a unique event name immediately awakens anticipation! How about Christmas Magic, Winter Wonder or Snowfall Magic, for example? A suitable name gives the Christmas party a very special touch.
Step 3: Estimate the number of participants – Who are you bringing to the party?
For a perfectly planned Christmas party, it is essential to clarify the number of participants early on. Decide whether you want to invite the whole company, individual departments or plus-ones such as partners and families. The guest list sets the tone – and depending on the size of your company, the organization will vary accordingly.
Create a guest list – Who’s coming to your unforgettable Christmas party?
Decide who will be on the exclusive guest list! In addition to your team members, you can also invite partners, key customers or business partners – depending on how big and festive you want the event to be. Bear in mind that the number of participants will influence the catering: vegetarian, vegan or allergy-friendly options should be considered in order to cater to all happy holiday moods.
Participant survey for binding commitments
Binding feedback helps to make planning more reliable. Start a participant survey! A short questionnaire by e-mail or via an online tool provides clarity. Ask directly:
- Are you there? – Participation in the Christmas party
- Accompanying person at the start? – Plus-one with you or alone at the start?
- Special diet requests? – Food preferences or allergies that we should take into account when catering?
This survey gives you a reliable basis for smart planning of participant numbers and budget. Set a clear deadline so that you can start detailed planning in good time.
|
Number of employees |
Expected number of participants (incl. partners) |
Recommended budget per person |
|
10-50 |
20-100 |
50-100 € |
|
51-100 |
102-200 |
40-80 € |
|
101-500 |
202-1000 |
30-60 € |
|
501-1000 |
1002-2000 |
20-40 € |
Step 4: Fix your budget – Set your budget limits
If you want to plan an unforgettable Christmas party, you first need to think about the budget. You should consider all the costs involved to avoid any nasty surprises. Sit down together and think about how much money you can and want to spend on the Christmas party in total.
Consider the following points when planning your budget:
- Costs for the location (room rental, cleaning, insurance)
- Catering (food and drinks)
- Decoration and technology (Christmas decorations, lighting, music)
- Activities and program (workshops, team building, entertainment)
- Gifts for employees
A well-thought-out budget will help you to keep an overview and keep your expenses in check. Obtain various quotes and compare prices to find the best value for money. Also plan a small buffer for unforeseen costs.
Example budget for a Christmas party with 50 people
Posts | Costs |
Location | 1.500 € |
Catering | 2.500 € |
Decoration and technology | 500 € |
Activities and program | 1.000 € |
Gifts | 500 € |
Total | 6.000 € |
With a budget of around €120 per person, you can organize a great Christmas party that will delight your employees. When planning, make sure that you keep an eye on the costs and make adjustments if necessary to stay within budget.
Step 5: Perfect timing – finding the optimal date for your Christmas event
The key to a successful Xmas party? The right date! Many companies start looking for dates in the summer to ensure that everything runs smoothly. Think about whether you prefer to hold the event during the week or at the weekend – and whether it will be a relaxed lunch event or a festive evening event.
October and November are the insider months for your Christmas party – before the hustle and bustle of December. More and more companies are choosing this time, as calendars quickly become overcrowded in December. Also check your team’s vacation plans to make sure as many of them as possible are there and send out your save-the-dates or invitations 3-4 months in advance.
month | Advantages | Disadvantages |
October | Fewer scheduling conflicts, lower prices | Possibly no Christmas spirit yet |
November | Good availability of locations and service providers | Shorter days, possibly worse weather |
December | Authentic Christmas atmosphere | Higher prices, scheduling conflicts, stress |
Also consider whether you would like to invite your employees’ families to the Christmas party, as is customary in associations. Early planning is particularly important here to give everyone involved enough lead time. By choosing a suitable day of the week and a convenient time, you create the best conditions for a well-attended and atmospheric Christmas party.
Step 6: Planning Christmas activities – from team building to fun workshops
A successful Christmas party depends on a varied program that inspires all participants. When selecting the activities, it is important that there is something for everyone. This way, you can ensure that your employees have a good time and remember the party fondly.
Culinary highlights – from Christmas baking to wine tasting
Culinary experiences are a hit at Xmas events! Whether it’s a professional Christmas baking course, an exclusive tasting or a cooking course where you create your own festive menu – everyone gets their money’s worth here. These gourmet activities not only strengthen team spirit, but also ensure fun and lots of delicious moments!
Creative workshops – DIY Advent wreath and festive painting
Do you want your team Christmas party to be creative? Then DIY workshops are just the thing! Whether you’re making an Advent wreath together or taking part in a Christmas painting workshop, everyone can let off steam creatively and discover hidden talents. These sessions not only bring peace and quiet to the hectic season, but also ensure festive vibes and real team bonding.
Strengthen team spirit – escape rooms and craft workshops
Xmas celebrations are the perfect opportunity to boost team spirit! Escape rooms offer an exciting adventure in which small teams have to solve puzzles in order to leave the room – pure excitement! For those interested in handicrafts, there are craft workshops where the team builds nativity scenes or wooden toys together. These activities promote cooperation and the “One Team” spirit – perfect for the Christmas season!
Activity | Advantages | Duration | Group size |
Baking course | Team building, tasty results | 2-3 hours | 5-20 persons |
Tasting | Enjoyment, knowledge transfer | 1-2 hours | 10-30 persons |
Cooking course | Shared experience, teamwork | 3-4 hours | 5-15 persons |
Advent wreath making | Creativity, contemplative atmosphere | 2-3 hours | 5-20 persons |
Painting course | Relaxation, individual results | 2-4 hours | 5-15 persons |
Escape Room | Team spirit, excitement, communication | 1-2 hours | 4-8 people per room |
Craft workshops | Cooperation, tangible results | 2-4 hours | 5-20 persons |
A varied mix of different program items ensures an entertaining and unforgettable Christmas. Choose the activities to suit your employees and the desired time frame to make everyone happy.
Step 7: Finding the perfect Christmas location – for the right event vibe
Choosing the perfect event location is the key to an unforgettable Christmas party. Whether you plan your event on your own company premises or at an external hot spot depends on the size of your team and your budget. Plan early, as the best locations are in high demand at Christmas time – especially in the last few days of December!
Check room size and layout – everything in place!
When choosing a location, pay attention to the right room size and layout. Christmas venues offer everything from small spaces for 10 to grand venues for 2,000 people. Also check the accessibility and the options for festive styling – a harmonious Xmas decoration conjures up the right atmosphere!
Secure space and equipment – from tables to technology
Make sure that the location offers enough space for your planned activities. Whether it’s a dinner zone, entertainment area or team-building space – your location should cover everything! Clarify in advance what equipment is included in the package: from tables, chairs and crockery to all the technology. That way you have everything you need at the start and avoid last-minute surprises – ready for a seamless Xmas event!
Aspect | Recommendation |
Room size | Depending on the number of participants, with buffer |
Accessibility | Good connections, central location |
Design | Festive decoration options for a Christmas atmosphere |
Equipment | Sufficient space & equipment for all activities |
With the right Christmas party location, you can lay the foundations for an atmospheric and unforgettable event. Use the pre-Christmas period for extensive research and viewings to find the perfect venue for your celebration.
Step 8: Organize festive catering – Christmas Feast Planning
When planning your company Christmas party, the Christmas dinner is an absolute must-have! A delicious menu not only ensures satisfied guests, but is also the highlight of the party. The choice is yours: would you like to organize the catering externally or integrate the food directly into an interactive cooking or baking activity?
Catering vs. Interactive Cooking – Let’s make it tasty!
If you opt for external catering, make sure that the provider can respond flexibly to your individual wishes and is not already on Christmas vacation at the time of the planned Christmas party. A professional Christmas menu should be varied and cater to all tastes.
Taking dietary requirements into account – veggie, vegan & co.
Remember to take into account the different dietary habits and intolerances of your guests. Make sure there are plenty of vegetarian and vegan options and label dishes that contain allergens. A survey in advance will help you to better assess the needs of your employees. This way, everyone feels valued and can enjoy the Christmas buffet to the full!
A family-style Christmas dinner creates the perfect atmosphere for cozy, shared enjoyment – right at the table from large pots and bowls. A fondue evening or a hearty snack are also ideal set-ups for a relaxed, sociable get-together.
A wide selection ensures the right choice of drinks: Soft drinks, juices, wine, beer and, of course, non-alcoholic options offer the right thing for every taste. Hot drinks such as coffee, tea or punch round off the experience and bring soothing warmth to the cold season.
Step 9: Sending invitations – The perfect Christmas Invite invitation? or almost there?
There are many creative options open to you when designing your Christmas party invitation: You can hand them over personally, send them by email or have them printed as stylish invitation cards. Whichever form you choose, remember that the invitation should include all the important key details such as date, time, location and dress code. Don’t forget to ask for a binding registration by a certain deadline – this way you can put together the guest list in good time and coordinate the planning perfectly!
Here are a few tips for your Christmas party invitations:
- Send the save-the-date e-mail about ten weeks before the event to block the date early.
- Make the invitation appealing and personalized to increase the anticipation among your employees.
- Make sure your e-mail invitations have a concise subject line so that they don’t end up in the spam folder.
- Rely on an empathetic and humorous invitation text that motivates participation.
- Provide information about the date, time, location, dress code, number of guests and the RSVP date in the invitation.
A well-thought-out invitation lays the foundation for a successful Christmas party that your employees can look forward to long in advance. So get together with the Christmas party planning team in good time and create unforgettable invitations together!
Step 10: Festive decorations – Christmas vibes with style
Festive and atmospheric Christmas decorations are the key to an unforgettable Christmas party. With the right table decorations, lighting and music, you can create a contemplative atmosphere that will put your employees in the Christmas spirit.
Christmas table setting & room decorations – Festive look & feel
Start your Christmas party with a harmonious, festive table design that perfectly matches your brand! Whether tablecloths, decorative elements or small details – everything can be coordinated with your corporate colors and the style of your brand. Use your branding and corporate identity to create a special atmosphere that reflects your company culture and celebrates the spirit of your team.
Decorative element | Meaning | Use |
Advent wreath | Best-known Christmas tradition | Place as a table decoration or in the room |
Christmas tree | Central element of the festive decorations | Set up in the center of the room |
Natural materials | Sustainable and on trend | Use for flower arrangements, wreaths or scatter decorations |
Window decoration | Must not be missing | Design with fairy lights, stars or snowflakes |
Tips & ideas: Small gifts and presents for employees
Show your employees your appreciation at the end of the year with small but nice Christmas gifts! Whether branded promo items, trendy vouchers or individual gifts – Christmas presents like these are not only a heartfelt thank you, but also strengthen team loyalty and commitment.
Conclusion – The Christmas party that will be remembered!
Planning an unforgettable Christmas party during the festive season is the key to a successful event! It requires precise organization and strategic preparation to ensure that everything runs smoothly. With our ultimate checklist, you can make sure your event is an absolute success!
Start planning early and define your budget to set the course for a stress-free organization. Choose a suitable venue that offers the right atmosphere for your celebration. Make sure that there is something for everyone when choosing the activities and menu – from culinary highlights to interactive team-building activities!
