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Writer's picturePaige Nathan

Your Complete Stress-Free Corporate Holiday Party Checklist

While everyone enjoys a little holiday cheer and the camaraderie that comes with celebrating as a team, corporate holiday parties don’t just happen. They require months of detailed planning and organization. Don’t undertake this job on your own - enlist the help of a party planning committee and some trusted vendors. Our comprehensive holiday party planning checklist will help with the rest. From start to finish, this stress-free corporate holiday party guide has everything you need to create an event that everyone will love.



Company Holiday Party

Two - Three Months Out 

  • Determine the Budget 

  • Set Your Event Date and Time

  • Grier Donald with Spirited Events Group recommends keeping an open mind. “Week days and week nights are often less expensive and more readily available than the weekend. We’re also seeing a trend towards mid-January parties, when things settle down a bit.”

  • Create Your Guest List

  • Venue Selection

  • Initial Vendor Research

  • Recruit Party Planning Committee

    • Don’t go at it alone; enlist help from your co-workers

  • Create A Timeline/Project Plan


2 Months Out 

  • Book Key Vendors

  • Finalize contracts for catering, entertainment, decorators, and photographers

  • Begin Menu Planning

    • Consider dietary restrictions, budget, and venue requirements 

  • Plan Activities and Entertainment

    • From Photo and Video booths to Spin Art, Button It Up Atlanta has a ton of engaging experiences to delight your group, not to mention a fast and easy online booking tool

  • Plan Event Layout

    • Seating arrangements, dance floor, and food station placements

  • Finalize Transportation Options

    • Reserve shuttle services if required

  • Determine Technical Setup/AV Needs  


Friends having a drink at company party


6 Weeks Out 

  • Send Out Invitations

    • Include RSVP deadline (set for 2-3 weeks prior to the event)

  • Confirm Decor 

    • Finalize any custom branding, signage, and decorations

  • Order Gifts or Party Favors

  • Finalize Beverage Selection

  • Consider mocktails and other non-alcoholic options


4 Weeks Out 

  • Finalize Menu and Dietary Needs with Caterer

    • Many caterers and food trucks feature a holiday-themed menu

  • Confirm Final Timeline

    • Ensure alignment with all vendors and activities

  • Prepare Event Itinerary


3 Weeks Out

  • Track RSVPs

    • Follow up with invitees who haven’t responded

  • Order Party Supplies

  • Reconfirm everything with the venue, including parking, set up /tear down time/rules


2 Weeks Out  

  • Check in With Vendors

    • Reconfirm headcount, timelines, payments, and any special requests

  • Coordinate Party Planning Team Day-Of Roles and Responsibilities 

    • Assign specific team members to greet guests, coordinate activities, make announcements, etc.

  • Prepare Materials for Games and Activities

  • Review Final Checklist

  • Confirm that all logistical items are covered (tables, décor, A/V, lighting)


One Week Out

  • Send a Reminder to Guests

  • Include details on venue location, timing, dress code, and parking/transport

  • Prepare Supplies and Decorations for Transport

  • Brief Party Planning Committee

    • Ensure everyone knows their roles and the event timeline


Ballons on ceiling


Event Day

  • Arrive Early for Set Up

  • Conduct Final A/V and Lighting Check

  • Ensure Timeline Stays on Track

    • Begin food, activities, and speeches as scheduled


Post Party

  • Clean Up

  • Save Decor Items to Use Next Year

  • Distribute Party Photos

  • Collect Feedback 

  • Review Budget and Expenses

    • Did you stay on budget? Were there overages you weren’t expecting?

  • Debrief With the Team


Reach out to Simply Food Trucks, your partner in corporate event planning, to help you bring your holiday party vision to life.


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