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How to Plan a Perfect Work Christmas Party: A Checklist

It's the 1st December, which means Christmas now really is just around the corner and as we gear up for the festive season, every company will task one lucky person with throwing the office Christmas Party. Whether you want to celebrate the end of the year, reward your staff for their hard work, or just have a good time with your colleagues, planning a Christmas party can be a daunting task. But don’t worry, we have got you covered with this handy checklist that will help you plan a perfect Christmas party for your office.


The first thing you need to do is to set a budget for your party. This will help you decide on the venue, catering, decor, entertainment, and other aspects. You can use a spreadsheet to make sure you don’t overspend. Remember to include some contingency funds for any unexpected costs or emergencies.

Christmas Party Policy

Now this is something you are not going to want to forget. A Christmas Party Policy is a document that outlines the rules and expectations for the party, such as alcohol consumption, behaviour, dress code, attendance and so on. This can help you to avoid any issues or conflicts that might arise during or after your party. Struggling to know where to start? There are loads of available templates online that you can use as a starting point.


The next thing you need to do is to choose a venue. You need to consider the number of guests, the location and any accessibility needs, as well as the theme and vibe. You also need to book your venue well in advance to avoid disappointment. Here are some of the venues we work with and who know how to host amazing Christmas parties:

  • Biscuit Factory: A unique and creative space that can host up to 300 guests. You can choose from different rooms and packages to suit your needs and budget.

  • Secret Tower: A historic and atmospheric venue that can host up to 120 guests. You can enjoy stunning views of the city and the river from the rooftop terrace and the medieval banquet hall.

  • Banyan Newcastle: A stylish and modern venue that can host up to 200 guests. You can enjoy delicious food and drinks from their extensive menu and their cocktail masterclasses.

  • Crowne Plaza: A luxurious and elegant venue that can host up to 400 guests. You can enjoy a festive buffet or a sit-down dinner, add a DJ and a dance floor and spend the night dancing away to your favourite songs.


Once you have chosen your venue, you need to invite everyone. You could use email, social media, or online platforms to send out your invitations. Or if you are feeling old school, design a printable invitation and hand them out around the office. Canva is a great place to get templates and designs if you are looking to spruce up your invitations.

Things you MUST include the date, time, location, dress code, and RSVP. You also need to ask your guests about any dietary requirements or allergies they might have. Don't forget to share this with your catering prior to the event.


One of the most important aspects of your party is the food and drinks. You need to decide what kind of catering you want for your party, whether it is a buffet, a sit-down dinner, or a finger food option. You also need to decide what kind of cuisine you want, whether it is traditional, exotic, or something different. If you are sick of pigs in blankets and Brussel sprouts, why not try something different like a pizza or burger van?

Alternatively, if you want to keep it simple we can provide both Popcorn and Candy floss to give the team a treat while keeping things light and informal.


Another important aspect of your party is the decor. You need to transform your venue into a Christmas wonderland to make it an extra special night. You can use lights, candles, garlands, wreaths, baubles, and other festive decorations to create a cosy and festive atmosphere. Want to add some sparkle and glamour to your party, why not try:

  • Shimmer Wall: A stunning backdrop that can create a dazzling effect for your photos and videos.

  • Christmas Neon: A bright and colourful sign that can add some fun and flair to your party.

We have a lot more decor options to choose from, such as Light up Letters for your company name, Flower Walls, Faux Trees, Festoon Lighting, and so much more to add that extra flair. Get in touch to discuss your decor and styling with us!


Last but certainly not least, thing to check off your party list is the entertainment. You need to decide what kind of entertainment you want for your party. Hiring a DJ, or a band is always a good start. But if you want to think outside the box, what about a comedian, or a magician, we can highly recommend Paul Lytton, he has performed magic for celebs and royalty and is guaranteed to wow your guests! Here are our top recommendations to keep your guests entertained all night long.

  • Christmas Props: A collection of festive hats, glasses, masks, and other accessories that your guests can wear and have fun with will go a long way to bringing that festive spirit.

  • Hire a Photo Booth or a Selfie Pod: Capture your guests’ throughout the night and let them take full advantage of their Christmas props. The instant print outs are for your staff have a keepsake to remember the night and we can also customise the prints to have your company logo!

  • Music: A DJ is the best way to keep the music and energy going all night! If you aren't sure what music your staff will like, then leave it to the professionals! Our DJ's can read the room and will also take unlimited requests on the night to ensure all preferences are catered for! You can also send out an email and ask each guest to request a song, this way everyone will get at least one song they like played during the night.

  • Interactive Games: Hiring Arcade Games can encourage socialising and team building among your guests. You could Hire Racing Simulators to add a bit of friendly competition to the evening?

  • Awards: A ceremony that can celebrate your staff’s achievements throughout the year can mean a lot to a team reminding them how valued they are and recognising achievements.

At AG Events we lots more entertainment options to choose from, such as 360 Video Booths, Arcade Games for hire, Roll & Bowl, Racing Simulators, and more. If you would like to find out more go see our full range of products and services on our website.

YOU DID IT! You have reached the end of this checklist, and you should be ready to throw the perfect Christmas party for your office. We hope you have found this guide helpful and informative. If you need any more assistance or advice, please feel free to contact us at We are always happy to help you plan and execute your events, whether it is a Christmas party, a wedding, a birthday, or anything else you have in mind. We have a wide range of products and services to suit your needs and budget and we guarantee you a professional and personalised service.

We hope you have a wonderful Christmas party and a very Merry Christmas. 🎄🎁🎉


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