Office Christmas Party Planning Checklist (Free to Print)

Somebody has to organise the office Christmas party, and this year it's you. Don't panic. We've hosted more than 900 brunches over five years, lots of them work dos, and the ones that go smoothly all have the same thing in common: someone with a checklist.

Here's ours, week by week. There's a free printable version too.

Print the work Christmas party planner

8 or more weeks before: the big decisions

• Get the budget signed off. Find out the number per head, and whether the company pays in full, pays part, or everyone pays their own way.
• Agree who's invited. Whole company or just your team? Plus-ones or not? Decide now, because it changes everything else.
• Pick two or three possible dates and poll the team. Saturdays in December go first, so have a back-up.
• Decide on the type of party. A sit-down meal, an activity, a show, or something that's all three. We've put together Christmas party ideas in Brighton if you need inspiration.
• Ask about invoices. If finance needs one, ask the venue before you book, not after.

6 weeks before: book it

• Book the venue or event and get written confirmation of what's included: food, drinks, timings and what happens if numbers change.
• Check the access. Ask about stairs, lifts and accessible toilets before you book, so nobody is left out on the day.
• Sort out how people pay. If everyone's chipping in, a booking where each person pays their own share saves you chasing money for weeks.
• Send a save-the-date with the date, rough times and the area, even if the details aren't final.

4 weeks before: the details

• Send the proper invite: date, start time, full address, dress code (if any) and how people get there.
• Collect dietary needs and allergies in one place. A quick form or a pinned message in the team chat works.
• Confirm final numbers with the venue.
• Plan the extras: awards, a secret Santa, a short thank-you speech. Keep it light.

1 week before

• Send the final plan: times, address, what to bring and how they get home.
• Remind everyone about ID if the venue is 18+.
• Print games or bingo cards if you're doing them. Our Christmas party bingo is free.
• Plan getting home. Share train times and taxi numbers, and make sure nobody is left on their own at the end.

On the day

• Arrive early so you're there to greet people.
• Get the group photo early, while everyone still looks fresh.
• Keep the speeches short. Two minutes, a thank you, and back to the party.
• Check everyone gets home safe.

Mistakes we see every December

• Booking too late. December weekends fill up fast. If your party's in December and you're reading this in November, you're in the "book this week" column.
• One person paying for everyone. It feels generous until you're chasing 20 people for money in January.
• No plan for alcohol-free guests. Check what the venue offers for people who don't drink, and tell your team.
• Forgetting the quiet ones. The best parties have something for everyone: a show to watch, games for the loud ones, and no pressure to join in.

The easy option: a Christmas drag brunch in Brighton

If you'd rather someone else did most of the work, our Christmas Drag Brunches run on Saturday 5, 12 and 19 December, at 2pm and 5pm, at Legends on Brighton seafront. One booking covers the lot: 2.5 hours of live drag, food and 90 minutes of bottomless drinks.

• From £42.50 per person, plus a 4% booking fee. You can mix packages in one order.
• Every 2nd ticket is half price on every date until 30 January.
• Groups of 20 or more booking on our website get the organiser's place free. (These two offers don't add together: our booking form gives you whichever saves you more.)
• Everyone can pay their own way with "Split it with friends" when you book 4 or more places at least 3 weeks ahead.
• Bigger team? For 31 to 150 people, see our big parties page. Work parties there can ask for an invoice.

Legends isn't an accessible venue (there's a flight of stairs to the brunch room), so if anyone in your team has access needs, read our access page and message us before you book.

Plan your Christmas party