Start with the date
Friday and Saturday nights in early and mid December go first.
If those are taken, a weeknight in December or a party in early January often costs less and gets better attendance.
Pick two or three date options before you call venues.
It speeds up every conversation.
Set the format and budget
Decide what kind of party fits your team.
Each format changes the budget.
- Daytime luncheon: easiest for attendance, lower cost, no late-night travel.
- Evening reception: heavy appetizers, drinks and room to mingle.
- Seated dinner: a program, awards or speeches, and a bigger budget.
- Activity party: bowling, a cooking class or games for a more casual team.
Book the venue and key vendors
Tour two or three venues and ask what's included: tables, linens, AV, staff and parking.
Then book catering, entertainment and any rentals.
Get every quote in writing with the setup and teardown times.
Invite and track RSVPs
Send a save-the-date four to six weeks out, then invitations with an RSVP deadline.
Collect dietary needs and plus-ones in the same form.
Make it inclusive
- Call it a holiday or year-end party so everyone feels invited.
- Offer vegetarian, gluten-free and non-alcoholic options.
- Choose a venue with easy parking and accessible entrances.
- If there's alcohol, plan rideshare codes or a shuttle.
Write the run of show
A run of show is the minute-by-minute plan for the day.
Share it with every vendor.
- Vendor load-in and setup
- Doors open and welcome drinks
- Food service
- Welcome remarks, awards or a toast
- Entertainment or activity
- Last call, goodbyes and teardown
The timeline at a glance
- 10–12 weeks out: dates, format, budget and guest count.
- 8–10 weeks out: book the venue.
- 6–8 weeks out: book catering, entertainment and rentals.
- 4–6 weeks out: send save-the-dates and invitations.
- 2 weeks out: final headcount and dietary list to the caterer.
- 1 week out: confirm every vendor and share the run of show.
- Event day: one person runs the schedule so you can enjoy the party.
Short on time?
If your party is less than six weeks away, you can still pull it off.
Focus on venue, food and a simple program.
Our Day-Of Coordination and Logistics packages are built for exactly this.
Frequently asked questions
How far in advance should we plan a corporate holiday party?
Ten to twelve weeks is ideal.
Popular December weekend dates can book up earlier.
When is the best day for a company holiday party?
Thursdays and Fridays in early December are most popular.
Weeknights and early January dates offer more availability.
Should we hire an event planner for a holiday party?
If no one on your team has time to manage vendors, RSVPs and the day itself, a planner saves time and avoids surprises.
A free discovery call will tell you which level of help fits.
We plan corporate holiday parties across the Inland Empire, Orange County and Los Angeles.