Company Holiday Party Planning Checklist

10 to 12 weeks out

• Budget ceiling approved by finance, with 10 to 15 percent contingency held inside it Owner
• Two or three candidate dates checked against the company calendar, fiscal close, and a multi-faith calendar Owner
• Venue toured before signing: fits the headcount, existing A/V, stairs or freight elevator, music allowed late Owner
• Venue reserved and written confirmation received Owner
  • Venue liquor status confirmed: licensed venue, licensed caterer, or banquet permit needed Owner
• Caterer booked for the same date Owner
• W-9, certificate of insurance, and signed contract collected from each vendor as it books Owner
• Party name chosen: holiday or end-of-year celebration Owner

8 to 10 weeks out

• DJ and entertainment booked by mid-October Owner
• Save-the-date sent, plus-one and family policy included Owner
• Service style chosen: seated, stations, or cocktail Owner
• Bar format chosen: hosted, drink tickets, or beer and wine Owner
• Banquet permit ordered at lcb.wa.gov, if needed Owner
• Photo booth booked, if wanted Owner
• Rentals ordered for anything the venue does not carry Owner
• Venue's in-house AV policy, sound curfew, and vendor in and out times confirmed in writing Owner
• Bar menu includes a named non-alcoholic option; gift exchange set as opt-in Owner
• Remote plan set: stipend, livestream, or both; contractor question decided with HR Owner

3 to 4 weeks out

• Invitations sent: RSVP asks dietary and access needs, plus-ones; singing is opt-in Owner
• Run of show drafted: program first, karaoke last Owner
• Purchase orders issued against signed contracts Owner
• Awards, raffle prizes, and gifts ordered inside the cap Owner
• Rideshare code or shuttle booked Owner

2 weeks out

• Final headcount and dietary totals sent to the caterer Owner
• Load-in door, power circuits, and AV handoff confirmed in writing Owner
• Photo booth and karaoke positions marked on the floor plan Owner
• Vendor contact named; do-not-sing list sent to the MC Owner
• Accessibility route confirmed: step-free path, seating away from speakers, quiet space Owner

Final week

• Final layout confirmed with the venue, caterer, and DJ Owner
• Vendor arrival times confirmed in writing Owner
• Run of show printed and sent to the DJ, caterer, venue, AV, and speakers Owner
• Speaker list and microphone order confirmed with the DJ Owner
• Sober host named for the night Owner

Day of

• Vendor load-in 1 to 3 hours before doors Owner
• Walkthrough with the DJ and microphone check with each speaker Owner
• Dishes labeled at every station or buffet Owner
• Photo booth and bar last call announced 30 minutes before the last song Owner
• Teardown and lockup owners confirmed Owner

Week after

• Invoices paid on the purchase order terms Owner
• Feedback survey sent the next business day Owner
• Photo booth gallery and photos shared Owner
• One-page recap written: headcount, cost per line, vendors, what broke Owner