How to Plan a Work Christmas Party in 6 Steps

A work Christmas party is a wonderful way to celebrate the end of the year and bring a touch of festive cheer to your workplace. It’s the perfect opportunity to unwind, reflect and bond with colleagues in a relaxed, joyful atmosphere outside the usual work setting.

To make sure the event is a success, careful planning is essential. From budgeting to choosing the right venue, every detail matters when creating a truly memorable Christmas work party.

How to Plan a Work Christmas Party in 6 Steps:

Planning a work Christmas party can be both fun and challenging, but with the right approach, you can organise a fantastic event for your team! Whether it’s a large corporate celebration or a smaller, more intimate gathering, these steps will guide you in hosting a festive evening for all.

1. Managing the Budget

Each year, costs for planning a work Christmas party tend to rise, with typical budgets ranging from £70 to £150 per person. It’s vital to allocate your budget wisely, ensuring that a significant portion covers audiovisual equipment, entertainment and food and drink.

Opting for an all-inclusive venue that offers in-house catering and AV support, like the National Conference Centre, can save both time and money, allowing you to focus on making the night extra special. The remaining budget can be divided between venue hire, decorations, and marketing. Look for ways to cut unnecessary costs, such as opting for digital invites instead of physical tickets.

2. Setting the Date and Time

Starting the planning process early—ideally in August—will help you secure the best deals. Aim to have everything finalised by October to ensure a smooth lead-up to the event.

Consider hosting your Christmas work party in late November or early December on a Friday evening, starting between 5 and 7 pm. This allows employees enough time to get ready before the festivities begin. As the evening winds down around midnight, it’s a good idea to arrange carshares or pre-book transport to ensure everyone gets home safely.

3. Choosing a Venue

When choosing the perfect venue for your work Christmas party, consider the size of your guest list and make sure the space can comfortably accommodate everyone. Accessibility, transportation options, and venue inclusivity are also important factors.

The National Conference Centre offers space for over 700 guests, with more than 1,000 free parking spots and fully accessible facilities. With in-house catering and AV services, our venue makes it easy for you to plan a seamless Christmas work party. Our friendly staff will ensure all guests are guided from the entrance to the venue so the festivities can start without a hitch.

4. Theme and Decorations

No Christmas work party is complete without a festive theme and matching decorations. Popular themes include Winter Wonderland, ugly Christmas jumpers or even dressing as favourite holiday characters.

Once you’ve chosen your theme, be mindful of the venue’s decoration policies. Some places may have restrictions or not provide any décor at all. If you’re purchasing your own decorations, discount stores can be a great option to save money.

At the National Conference Centre, you’re free to decorate to suit your theme, though we kindly ask that you confirm your plans with us beforehand. For safety reasons, we do limit the use of open flames.

5. Catering and Drinks

Catering is another key aspect of planning a work Christmas party. You’ll need to decide between a formal three-course meal or a more relaxed buffet-style option. Additionally, consider whether you’ll offer an open bar or have a selection of mocktails to accommodate non-drinkers and designated drivers.

Our in-house catering team can accommodate a wide range of dietary preferences. Whether you’d like a traditional Christmas dinner or food from other cultures, we can create a menu tailored to your team’s tastes.

6. Entertainment and Activities

To make your Christmas work party even more enjoyable, include plenty of entertainment and activities. Whether it’s a Secret Santa, Christmas quiz, karaoke or raffle, these interactive elements will add to the fun. You could also consider an awards ceremony to celebrate your team’s achievements over the year.

At the National Conference Centre, we’re happy to help organise entertainment and activities, ensuring your event is filled with festive fun from start to finish.

Book Your Work Christmas Party at the National Conference Centre

Ready to start planning your perfect Christmas work party? Explore our spacious, fully equipped rooms, and let us help you create a truly magical event. Our event coordinators will guide you through the entire process, ensuring everything runs smoothly.

The National Conference Centre is conveniently located just a short drive from Birmingham International Airport and railway station, with excellent bus, taxi and train routes connecting to the heart of Birmingham and the Midlands. Contact us today with any questions, and let’s make your Christmas work party one to remember!

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NCC