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Christmas Party Planning Checklist: Step by step

Your Christmas party planning checklist with Ultimate Experience

Are you planning your next Christmas party? Then here are eight things you need to remember when organising your Christmas party planning checklist this year.
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1. Choose a trusted event planner

One of the major advantages that professional event planners like Ultimate Experience have is access to economies of scale. Because we’re part of the Concerto Group, a trusted company representing seven leading event brands (including us), we can provide you with the best suppliers in London for the best price. The safest way to make sure you have everything on your party planning checklist!

2. Budget carefully

Once you’ve determined your guest numbers, work out your budget for food, equipment, catering, marketing and any other costs. Your event planner can also help you stay on budget and get the best value for money for your Christmas party.

3. Choose your venue

Whether you’re looking for a charming riverside space or a huge dinner hall in the City, choose your venue as early as possible to avoid disappointment. Did you know that many companies now book their Christmas parties a year in advance?

4. Choose your date

Christmas is the busiest time of the year for event planners. Prime dates like the last or second to last Friday or Saturday before Christmas can sell out many months in advance, so it’s important to have a plan B in place, in case your venue isn’t available for your preferred Christmas party date.

party planning checklist


5. Plan your food & drink

The earlier you plan your catering, the more choice you will have. Do you want a traditional seated dinner with roast turkey, or a more informal buffet? Although champagne may seem like the instinctive choice for Christmas parties in London, it’s by no means essential. You can find several much more affordable alternatives – such as prosecco or English sparkling wine – which are still guaranteed crowd pleasers!

6. Plan the theme

Are you going for a traditional festive theme or something completely different? Either way, the important thing to remember is that it should stand out and wins your guests’ enthusiasm. As an example, one of our most popular Christmas party venues, the OXO2 is hosting a special Neon theme this year, with bright pops of bold colour. What’s not to love!

7. Book your entertainment

If you’re hoping to have an entertainment act like a singer or a dance act, book it as soon as you can to get more choice. However, it might be a good idea to ask your guests what they would prefer – a live entertainment act or some extra space for dancing.

8. Market your Christmas party

Plan your invitations and send them out as early as possible. Promote your Christmas party with regular social media posts to get people in the festive mood.

party planning checklist

Looking to book your Christmas party venue for 2017? Then get in touch with Ultimate Experience today. Whether you’re planning a small celebration or a huge party for 1000+ guests, let us know and we’ll arrange a viewing of your chosen London venue.