How to Plan an Office Christmas Party: An 8 Step Guide

There’s something magical about the festive season lighting up the office. It’s that one time of year when everyone steps out of the daily grind, steps away from their desk, and shares laughter, a Quality Street or 10 and maybe a cheeky drink or two. It’s also time to dig out the tinsel and start planning that all-important Christmas party. 

Planning it right means balancing practicality and fun. You want a venue that feels special but isn’t so remote that people are leaving early because they need to grab the last train home. You want catering that considers everyone, (vegetarians, those with allergies, non‑drinkers) so no one feels like they’re left out and entertainment that feels like a highlight, not background noise. 

To make it really memorable, it’s also key to throw in some added surprises and details. Think imaginative décor, party games and funny themes and you’re on the right lines. Need a little inspiration? Read through our guide below where you’ll find ideas as well as practical tips that will make planning your Christmas do a breeze. 

Hire a Great Venue

Try to book your venue early, so that you can get somewhere you like – or, alternatively (and with a bit more risk), leave it until the last minute and get a bargain.

Think about the size and shape of your venue. You’re going to need enough room for people to move about and get to the bar, but not a space that is so big that people are too thinly spread.

If you're hiring a Christmas party band, consider putting them in the same room as the bar, so that your guests don’t have to miss out on the performance when they go to get drinks.

Make an Effort with the Food and Drink

Find out whether anyone in your office has a special diet well in advance, and make sure you cater for everyone – if you’re having a hog roast, offering vegetarians a measly cheese sandwich isn’t fair!

Many catering companies are great at providing food for special diets, so ask about what your caterers offer for vegetarians and people with nut or wheat allergies, or who eat according to religious principles.

The same applies to people who don’t drink alcohol: rather than just giving them orange juice and water, how about offering them mocktails or smoothies?

Try a Theme

A clear theme can take your office Christmas party from organised fun to a memorable night. Pick something that reflects your company’s vibe or gets people excited – Christmas Characters, Winter Wonderland, Christmas A-Z, or even just setting the dress code to red and green can be effective. Once you have the idea, lean into it everywhere: invites, décor, dress code, music, and lighting. Soft fairy lights, themed centrepieces, matching cups or napkins and wall décor are all easy ways to create a theme. The idea is to transform the meeting room, canteen or wherever you’re hosting into a Christmas wonderland, so it really takes guests out of work mode and into the mood to throw some shapes!

Make an effort with the food and drink

Find out whether anyone in your office has a special diet well in advance, and make sure you cater for everyone – if you’re having a hog roast, offering vegetarians a measly cheese sandwich isn’t fair!

Many catering companies are great at providing food for special diets, so ask about what your caterers offer for vegetarians and people with nut or wheat allergies, or who eat according to religious principles.

The same applies to people who don’t drink alcohol: rather than just giving them orange juice and water, how about offering them mocktails or smoothies?

Make sure you keep everyone entertained

Providing free drinks and sticking a bit of music on probably isn’t enough to make a great party: it’s lazy, and suggests that you don’t value your staff.

They’ll respond by either hoovering up the free food and drink as quickly as they can before heading somewhere else, or having one drink to be polite – then going home!

Christmas party entertainment can be a great way of thanking your staff for a year of hard work and motivating them for the next year. Booking a live party band will provide a focal point for your event, give your guests something to talk about and get them dancing as well!

You don’t have to hire a band that are loud or expensive; if you’re working with a small venue or sound restrictions, there are many options to choose from, such as acoustic acts and singers with backing tracks.

Get the volume right

Do you want dancing, or do you want people to be able to talk, or both? If you want dancing, you’re going to need to make sure everyone can hear the music.

Check any sound restrictions with your venue, and make sure you tell any musicians you hire about this beforehand. Some venues have a noise limiter, which cuts the power when the volume goes above a certain level.

If you’d like something quieter, make sure you monitor the volume – if people can’t talk easily over the music, ask the musicians to turn it down!

Choose the right kind of music

Bear in mind that people have very different tastes in music – not everyone secretly likes Abba after a few drinks! Okay, we know you already knew that, but how can you deal with it?

Tribute bands can make great entertainment for office parties, but if you’re going to go for this option, make sure you choose something that everyone will enjoy.

You don’t have to have a tribute to a specific artist, such as Elvis, Abba or The Beatles – you can hire a 60s tribute band, a 70s tribute band, or an 80s tribute band. These can be great fun when your staff are mostly from one age group.

For a glamorous and sophisticated office bash, how about choosing a swing band? They make a great accompaniment for cocktail parties or drinks receptions, and can either be your main entertainment or provide background music.

If a whole swing band is beyond your budget, how about hiring a singer with backing tracks? They can be just as good a focal point for your evening’s entertainment as a band, while saving you money that you can spend on better food and drink!

Hiring a jazz band for your office party can also be a good option if you need plenty of variety, or you need the band to play at different times and places during an event. For example, they can provide gentle background music for a drinks reception, then something much louder for dancing later on.

Add Some Memorable Extras

While music makes an amazing main event, think about tossing in some extras and icebreakers that get people laughing, mingling, and stepping outside their usual teams. A themed photo booth with props (fun hats, sparkly glasses, seasonal things) is always a winner—guests can snap goofy photos, make memories and some reminders of the night with them.

Awards and competitions are a fun idea too. Think “Best Dressed,” “Ugliest Christmas Sweater,” “Most Festive Desk Decor” to keep it light-hearted and funny. Think about introducing a few games too such as a Christmas quiz or a Santa’s sack race to really ramp up the fun.

Want more advice on choosing office party entertainment? Get in touch with our experts who can help you create an event to remember – for all the right reasons!