How to plan a Christmas party

How to organise a Christmas party

1.       Start with a clear vision for your party

Before deciding anything else, you should have a clear vision in mind for what you’d like this Christmas party to look like. Consider questions such as:

• Are you hosting a work event, charity ball or party for the community?
• How many people will you be expecting to attend?
• Will the event requirea variety of caterers or a multi-course sit down dinner?

Understanding what to expect, the style and atmosphere of your Christmas party will offer you the bigger picture and hopefully make the rest of your decision-making process as smooth as can be. And don’t forget to factor event insurance into your budget!

2.       Decide when to host your festive event

December may seem like the obvious month to throw your festive party and of course, it’ll be the most popular time of year. Everyone starts getting into the festive mood as Christmas lights are turned on and trees become decorated. But with all the hustle and bustle going on, have you considered a January party instead?

There are a variety of reasons for this somewhat less conventional choice. Firstly, a Christmas Party in January is considerably easier to plan. With less going on in your social calendar, there is always time to fit a party in to boost everyone’s morale. For a corporate Christmas party, this is the ideal period to reward your employees for their dedication and hard work by planning an event to beat the January Blues.

3.       Choose the perfect venue for a Christmas party

One of the most important things to consider when choosing a venue for your Christmas party would be capacity. Try to estimate how many people you think will attend your event and decide on a venue within your budget that is comfortably sized for that number. If you’re throwing a work party or event for the community, your guests might not want to travel too far so keep that in mind as well.

Christmas parties are magical outdoors or indoors (think fairy lights and twinkling decorations); you’ll just have to make sure there are enough fire pits, hot drinks and heaters if you decide on the former.

4.       Plan the catering and entertainment as early as possible

Themed meals, secret Santa and live bands are great ideas to keep everyone full and entertained. Or you can source some vendors to sell festive themed treats and drinks, such as mince pies, roast dinners or eggnog. The earlier you can plan the catering and entertainment, the better, since your first choices may get snapped up to attend an event elsewhere. As Christmas is the season of good will after all, make it one to remember. 

5.       Send out invitations or advertise your x-mas bash

Finding the sweet spot for when to advertise or send out invitations can be a dilemma. You don’t want to announce your Christmas party too early or the excitement may ebb, but too late and you’ll be struggling to find guests that don’t already have other plans. When you’re ready to let everyone know about your event, if it’s not invite-only, make sure to utilise social media, community boards, emails, posters – anything you can to spread the word.  

Christmas party ideas

If you’re looking to add something memorable to your festive gathering, these ideas can help create an event full of seasonal cheer:

• Organise a secret Santa present exchange! Set a budget, draw names and get everyone involved in the fun.
• If you’re running a family-friendly Christmas event, you might want a special guest appearance from Father Christmas himself.
• You can enjoy live music or top hits year-round, why not choose a live choir or carol singers to boost the festive spirit instead?
• To keep your guests engaged, a Christmas-themed quiz can add some friendly competition to the mix. If you’d like to up the stakes, giving away chocolates or baubles as a prize is a good idea.
• Include a toy donation station to collect presents for charity and spread the Christmas cheer to those less

Planning a Christmas party FAQs

Do I need insurance when hosting a Christmas party?

While not strictly a requirement, it’s always a good idea to have insurance when throwing a Christmas event. Insurance can protect you if something goes wrong, such as accidental damage, injury claims, supplier cancellations or weather-related disruptions. For corporate, community or ticketed events, your venue may also require proof of cover for your booking.

Should there be a dress code for a Christmas party?

There doesn’t need to be a dress code for your Christmas party, but you may want to provide one depending on your event. If it’s a Christmas ball, you should let your guests know to dress up, but if it’s a casual community event, there’s no need. For work Christmas parties, it might be fun to suggest everyone to wear a festive jumper or hat.  

How should you decorate a Christmas party?

Christmas trees, baubles, wreaths and tinsel – there are so many options to choose from when decorating your Christmas party. Make sure you have a vision and theme in mind (else it’s easy to go overboard!), whether you’d like a classic Christmas feel, a winter wonderland or more rustic tone. Seasonal touches and festive colours will help create a welcoming and festive feel.

Thinking about insurance for your Christmas party?

Event insurance for your Christmas event means that you have the peace of mind should anything unforeseeable arise. From cancellation cover to public liability, we have an extensive range of specialised insurance so you can focus on the most important thing - throwing the best Christmas Party possible.