The Ultimate Guide to Booking the Best Work Christmas Party
Tasked with organising the end-of-year work function? Don't worry, we've got you covered.
We know you're still climbing out of winter mode and Christmas feels like a lifetime away, but restaurants are going to start filling up soon. Get ahead of it with our tips for booking the perfect Christmas dinner for your group.
1. Plan ahead
Venues start filling up in September. You don't want to be left with a subpar option because you left it until October to book. Getting budget approval, choosing a location, and gathering RSVPs all take longer than you think. Now is the time to start planning.
2. Location is everything
How will your team get home? Host responsibility is real, and if you're providing alcohol, you need to make sure everyone can get there and back safely. Is your venue serviced by buses or rideshares? If not, consider hiring a bus to a more central location, or arranging accommodation.
3. Choose the right venue for your vibe
If you have a rowdy team, the local French bistro probably won't cut it. Likewise, a quieter team probably won't enjoy a Greek dancing restaurant. If you're booking a group event space, find out whether you're the only booking in the room, as these are sometimes shared spaces, particularly when there's a buffet or a band involved. Know your crowd.
4. Be clear about budget
Is the company covering everything, or just the meal, with drinks as an extra? Make sure any costs to your team are clearly communicated, and that a low-cost or free option is available. You don't want anyone feeling they can't attend because of budget constraints. Make extra sure on the night that you've spoken to both the team and the bar staff about your limits, so you don't end up with sneaky cocktails added to the final bill.
5. Set clear expectations about plus-ones
Decide your rule and keep it consistent for everyone. Are single staff members welcome to bring a friend instead of a partner? Be aware that excluding plus-ones can lower attendance, while allowing extras can sometimes rock the boat. Talk to team managers about any potential conflict before sending the invitation.
6. Get dietary information as soon as possible
Don't be the workplace that tells an allergic team member to make do with whatever they can find on the night. Collect everyone's dietary requirements early and book accordingly. Tools like Eat Choice let you enter your whole team's dietary needs and find venues that work for everyone. Restaurants that offer dietary-friendly options on their everyday menu are much more likely to offer good choices on a special menu too.
7. Use a sign-up sheet
Keep a Google Sheet and a printed copy somewhere the team congregates, since not everyone is confident with online forms. Set a clear RSVP date and expect to chase a few people. People often don't want to be the first to commit, or need to check with partners, babysitters, and the like, then forget. A gentle nudge goes a long way. Don't forget to personally reach out to team members who might not assume they're included, such as new staff, casuals, and interns.
8. Book one extra seat
Just one. In the rare event you get 100% attendance, it's great to have room for the partner someone forgot to RSVP, or a new team member who joined after you booked. Be clear in advance about how you'll handle no-shows, and don't let it get you down. People sometimes feel anxious about events and it gets the better of them, and sickness happens. We don't advise charging for no-shows, but whatever your policy, communicate it early.
9. Think about how people will connect
If your workplace has several departments that don't spend much time together, consider building in a 45-minute drinks window in the bar before sitting down for dinner. Mingle first, rather than walking straight to assigned seats, to help everyone have a great time. If you'd prefer a non-alcohol-based icebreaker, consider assigning people into teams for a scavenger hunt or challenge that ends at the party site. Split up existing teams, while making sure each person has a "friend" in the group. We've been to successful events that included volunteering and physical challenges.
10. Drink responsibly
Staff parties are famous for a reason, but nobody wants to wake up with a lawsuit or a black eye. Set a limit on drinks service, enlist a few responsible helpers to keep an eye on things, and let everyone know early that you'll call a cab for anyone who's had too much. Setting that expectation upfront means people know you're there for a safe and good night, not just a big one. If your workplace has a history of staff going overboard or harassment, talk to your managers about what protocols they'd like in place, since they could be held liable if anything goes wrong.
11. Lastly, have fun
Find out if, as the event coordinator, you're expected to be on duty for the night. Generally, you should be available to speak with the venue and clear up any issues with seating and food orders. The behaviour of staff should be the responsibility of their supervisor. Make sure you have clear guidance on this so you can relax once everyone is seated and fed.
