Your Ultimate Christmas Party Checklist

12 mins read
Your Ultimate Christmas Party Checklist
Written by: Jaya Ramchurn
September 9, 2024
12 mins read

Ho! Ho! Ho! Merry Christmas (almost!) and even merrier planning! Are you wondering why we’re so excited about YOU planning your holiday event (even if you haven’t yet found your dream venue)?

Well, we consider ourselves pretty skilled at finding the right venue for parties like yours. With the magic of research and our strong partnerships with venue managers and event planners, we’ve compiled the ultimate Christmas party checklist.

This guide is packed with practical tips and even a downloadable checklist (at the end) to ensure a stress-free event this year.

Ring the bells and get ready to sleigh with our ideas!

Be Merry and Bright with our curated venues

Find the best party spots in your neighborhood and beyond.

🔍STEP 1: Research Venues & Themes Months Ahead  (as early as July)

The Montague on the Gardens Christmas Guide by Tagvenue
Booking your Christmas party at a venue like The Montague on the Gardens comes with a pre-set theme, saving you the hassle of finding one yourself.

The best venues get booked fast, and it’s no Santa secret that everyone’s after the crème de la crème of spaces. Start by either picking a theme and finding venues that match on Tagvenue, or secure the venue first—many spots come with unique holiday themes that save you time.

Add a dress code to complement the theme, or stick with a beloved family tradition that brings sweet memories to life. For example, a venue with a Winter Wonderland theme pairs perfectly with a white or silver dress code—simple and elegant.


Related: 


💰STEP 2: Budget, Budget, Budget 

christmas party budget checklist
Use a simple checklist for staying on track when it comes to the budget.

The key to not going broke? BUDGETING. Budgeting is crucial to the success of any event. Whether it’s the venue rental or guest accommodation, it’s important to keep track of all your expenses when planning a party. 

Planning a Christmas party for close friends and family? You can either ask everyone to pitch in or cover the costs if you want to treat your guests.

Whether you’re splitting the bills or footing the entire bill yourself, it’s important to allocate a specific budget to each part of your event. If the venue is the star of your holiday party, you might want to invest more in it. On the other hand, if entertainment is your priority—like hiring your favorite band—you can opt for a more budget-friendly venue.

Be sure to leave some wiggle room in your budget for unexpected expenses.

💡Tip: If you’re hosting a Christmas dinner, it’s generally not appropriate to ask guests to pay for their meal. However, in many families, it’s fine to chip in, whether with money or by bringing food if you’re hosting a potluck. Just make sure everything is discussed and agreed upon in advance.

🔢STEP 3: Finalize Your Headcount (Do It Twice)

Party spots like Back Room at B Lounge, NYC offer different spaces that can work for both small and large Christmas parties. 

Yes, you heard that right—finalize your headcount twice. 

Start by making a list of who you’d like to invite to your Christmas party months in advance, and ask your guests to RSVP early.

This will help you keep everyone in the loop, including the venue manager, caterer, event planner, or anyone else involved.

Having a confirmed headcount about a month or at least three weeks before the event allows you to fine-tune the food and drinks, adjust the seating arrangement, and reconfigure the space if needed.

💡Tip: Finalizing your headcount early makes your venue search easier. Use our smart filters to find venues that fit your group size—whether it’s 10 or 100 people, our platform has the perfect venue for you.

⏰STEP 4: Select a Date & Time

Hosting your holiday party on December 24th might seem like a great idea, but keeping your dates flexible is often a smarter choice.

Flexible dates can help you find better deals and allow your guests to enjoy the event without feeling rushed or needing to leave early for other commitments.

Once December starts, parties can happen almost any time. Just communicate the date with your guests and find something that works for everyone. Offering 1-3 date options to your venue manager might even get you the best rates.

For timing, if it’s an after-work event, a start between 5 and 7 PM, ending around 9 or 10 PM, works well. For weekend parties, consider a later start, like 6 or 7 PM, and let the celebration go on into the evening.

💡Tip: Think about your guests’ comfort, especially if older attendees are involved, and plan the timing accordingly.

Skip the reading and book your venue today!

Don’t wait— the best party spaces get snatched up faster than Christmas pie. 

📍STEP 5: Book a Venue

Tagvenue displays the headcount for each venue to help speed up your decision-making process. Christmas Party at The Ampersand Hotel

Consider the venue’s location, size, amenities, and atmosphere, as these can significantly impact your event’s success and how well it resonates with your guests. 

  • Booking early— early December rather than on December 24th can also help you save money.
  • Choosing non-traditional times might allow you to avoid crowds and secure a venue for your event.
  • Venues often offer discounts for early bookings or multi-year deals, which can lead to better rates.
  • Compare multiple venues on Tagvenue and obtain quotes to find the best fit for your needs.
  • Discuss your event expectations with venue managers to see what they can offer and any extras they might include.
  • Look for Christmas package deals that include additional services such as hospitality, audio-visual equipment, or cleanup. These packages can save you time and money.
  • Venues with Christmas décor and food and drink packages already in place can simplify your planning even further.

Related:


🕵🏼STEP 6: Visit the Event Site

Request photos from the venue manager to get a feel of the venue or visit the event site if time allows. Conga Room at Boca, Los Angeles

So, you’ve finally narrowed down your venue options. Now it’s time to visit them and make sure they’re not just a pretty face! Getting a closer look helps you understand exactly what you’re signing up for.

When you’re chatting with venue managers, ask for a list of past events they’ve coordinated and some photos to help you visualize how you might set things up.

A walkthrough of the space allows you to get a feel for the layout, spotting potential hazards, and noting practical details like fire exits and parking. This is also your chance to experience the venue’s ambience and see if it aligns with the tone of your event.

You want your event to convey the right message, and often, that’s something you can enhance with the existing décor and architecture of the venue.

If visiting in person isn’t an option, you can always send your photo requests through Tagvenue.

💌STEP 7: Send the Invitations

Iveagh Garden Hotel in Dublin

Add a snippet or a photo of your Christmas party venue or theme to your invitation to get your guests excited about the event. For example, showcasing a venue like the Iveagh Garden Hotel in Dublin can pique their interest.

To entice your guests, design a festive invitation that highlights your venue or the delicious food they can look forward to.

Sending invitations several months in advance gives guests enough time to mark their calendars and plan their travel and attire, especially if it’s a costume party.

Tools like Canva are perfect for creating and personalizing invitations, making guests feel special and excited about the event. After all, a beautifully designed Christmas invitation is the perfect prelude to a fantastic party!

🥞STEP 8: Pick the Right Food and Drinks 

Alter Ego Singapore, christmas party checklist tagvennue
Food and drinks are the soul of any Christmas party. Alter Ego, Singapore 

Food, drinks, and the company are what make the holiday season so magical! Let’s face it, that’s one of the main reasons we gather. To make sure your spread is a hit:

  • Check Dietary Restrictions: The last thing you want is to serve baked ham to a vegetarian or bread rolls to someone with celiac disease. Ask your guests about their dietary needs well in advance, whether it’s a small group or a larger gathering. Clear communication allows everyone to enjoy the feast.
  • Consider the Space: Your party space influences your food setup. Think finger foods and casual bowls for a laid-back gathering. If you’re planning a sit-down three-course dinner, a traditional table setting will work best.
  • Match the Menu to Your Theme: Incorporate your theme into the menu, whether through themed colors or creative dish names. For example, at a Grinch-themed party, you might serve Who Pudding, Who Hash, or Cindy Lu Salad.
  • Include Family Favorites: While it’s great to introduce a bit of innovation, don’t overlook the traditional dishes that make Christmas special. Ask your guests to bring a dish that’s a family favorite for a party with friends. If dining out, make sure the restaurant offers Christmas classics like glazed ham, roast beef, and prosciutto-wrapped pears.
  • Mix Up the Drinks: Provide both hot and cold beverages, including alcoholic and non-alcoholic options. Classic choices like Christmas punch are a must in the US. While eggnog or mulled wine are popular in Australia, Wassail is a favorite in the UK. So, make sure not to skip these classics. Include fruit juices and hot chocolate, and don’t forget fun additions like snowman smoothies for younger guests.

🎤STEP 9: Pick some Entertainment Options 

House of Fu
Hello Music Lounge at House of Fu, Manchester is where you can combine food, drinks, a dance floor, and karaoke—all in one place!

Even if you’re a natural at keeping the party buoyant, adding a few fun activities can take your event to the next level. Think karaoke, live bands, a Secret Santa exchange, or some classuc holiday games. 

Board games are a hit for competitive guests, while those who love the spirit of giving will enjoy a white elephant gift exchange. The right entertainment will keep everyone engaged and excited throughout the Christmas celebration.

✍🏼STEP 10: Create a Timeline

Make your Christmas celebration as smooth as Santa’s sleigh ride by crafting a detailed timeline.

Map out everything from the event’s start time to meal schedules, entertainment slots, games, and speeches. Sharing this itinerary with your venue manager helps keep all the event details in sync.

Handing out copies of the timeline to your guests sets clear expectations and shows that every detail has been thoughtfully planned.

A well-organized schedule keeps the festivities flowing and guarantees a memorable time for everyone!

🎄Last Minute Checks

Rabbit Bar Christmas party guide and checklist
Arriving at the venue before your guests gives you ample time to iron out any last-minute details and communicate any changes with the venue manager or staff.  Rabbit Bar, The ArtHouse Hotel, Sydney

An early arrival gives you the chance to sprinkle a little Christmas magic (or just make sure the decorations don’t look like they were thrown together by elves in a rush).

Keep the itinerary close, even if it clashes with your festive ensemble—it’s the secret weapon for keeping everything on track.

Regularly touch base with the venue staff to ensure everything is running smoothly and be ready to pivot if needed.

Wishing you a holly jolly time planning and an even better party! For more holiday event tips, check out these links:

Free Downloadable Christmas Party Planning Checklist 

christmas planning checklist tagvenue
Download this Christmas planning checklist for an easy event process.

Find your dream holiday space on Tagvenue

We’ve got you covered with the best venues

FAQ

What is a good time to start a Christmas party?

It really depends on your guests and their availability. Many guests prefer an early evening, around 6:00–7:00 PM, allowing them time to arrive after work.
If you plan a dinner, consider starting at 7:00 PM to give enough time for people to  mingle before the meal.
For a more relaxed Christmas gathering with friends or a small group, a later start around 8:00 PM might be perfect.
Weekend parties can start earlier, around 4:00–5:00 PM, especially if including family activities.

How far in advance should I book a popular venue?

Aim to book at least 6–9 months in advance for the best selection of venues.
Popular venues often get booked up quickly, especially for dates in December.
If you’re booking last minute, consider midweek dates or earlier in the holiday season for more availability.
Always confirm your booking as soon as possible to secure your preferred date.

What is the recommended size for a private Christmas party with friends and family?

If you love the idea of an intimate small Christmas party, a group of 10–20 people allows close interaction.
Medium-sized parties with 20–50 guests offer a personal but livelier and louder atmosphere.
Larger parties with 50+ guests can be too much if you are planning a family Christmas party as it may require more space and planning. But it’s totally up to you and party preferences. 
Consider the venue’s capacity and your desired ambiance when deciding on the size.

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