Your Ultimate Christmas Party Checklist

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!

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

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: 

• 15 Christmas Party Themes to Spread the Holiday Magic in 2024
• 7 Ugly Christmas Sweater Party Ideas
• 12 Cool Winter-Themed Party Ideas You Should Try in 2024

---

💰STEP 2: Budget, Budget, 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)

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.

📍STEP 5: Book a Venue

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:

• 10 Reasons Why Tagvenue Is the Best Choice for Your Next Event
• 12 Christmas Venue Booking Mistakes to Avoid, According to Experts

---

🕵🏼STEP 6: Visit the Event Site

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

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 

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 

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

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:

• The Ultimate Checklist for Choosing a Venue (#5 Will Save You Time and Money)
• Have a Holly Jolly Friendsmas: 29 Christmas Party Ideas for Friends!)
• Questions to Ask When Booking a Christmas Party Venue in 2024
• The Unexpected Magic of Hosting Christmas Parties in January

Free Downloadable Christmas Party Planning Checklist 

FAQ