Mentioning Christmas before the clocks go back can feel a bit much, but anyone who has tried to book a December venue in November knows why it matters. The best dates, venues and suppliers go early. Planning in the autumn gives you the pick of all three and a lot less stress. This checklist walks through the four things that shape a great Christmas party: the date, the venue, the food and the entertainment.
Key takeaways
- Send a save-the-date as early as you can, as December diaries fill fast.
- Choose a venue with winter in mind: coats, heating, shelter and late transport.
- In larger venues where guests don't all know each other, entertainment brings the room together.
Lock in the date early
December is crowded. Guests have family gatherings, other work parties and school events competing for their evenings. A save-the-date sent early, ideally by early autumn, gets your party into diaries first.
It also helps you secure suppliers. Popular venues, caterers and acts are often booked months ahead for the Fridays and Saturdays before Christmas. Midweek dates or early December can give you more choice.
Tip from our team: If your guest list includes people with young families, a late-afternoon or early-evening start can boost attendance.
Choose a venue that suits winter
A venue that is perfect in June can be uncomfortable in December. Run through these questions when you visit:
- Is there a proper cloakroom with enough space for heavy coats, umbrellas and bags?
- Is the entrance or foyer big enough for guests to arrive without queuing outside in the cold and rain?
- Is the space heated properly, including any marquees or outbuildings?
- Is there parking nearby, and how easy is it to reach by public transport late at night in the festive season?
- Does the layout work for your dining style, either a buffet or a seated meal?
Decor: DIY or ready dressed
Hotels and many event venues are fully decorated for Christmas, which can save a large chunk of budget and time. Blank-canvas spaces give you more creative control but you will need to budget for decor, lighting and set-up time.
If you do go DIY, decide on a clear look early, such as a classic red and gold Christmas, a winter wonderland or a festive theme of your own, so decor and entertainment can be matched.
Don't skimp on catering
Food is one of the things guests remember most, for better or worse. A good caterer is worth the effort to find. Independent caterers and cooks can offer far more variety than a set venue menu: grazing boards, canapés, hog roasts, mulled wine stations or a full à la carte dinner.
Before booking, look at their social media and read independent reviews. Photos of recent events tell you a lot about presentation, and reviews will flag any problems with service or reliability.
Plan entertainment that brings people together
At a small gathering at home, great food and decor are often all you need. In a larger venue it is different. Guests may not all know each other, conversations can stay in small groups, and the room can feel flat until the dancing starts.
Entertainment solves this. It gives guests shared moments and something to talk about. There are plenty of ways to do it:
- Ballerinas or themed dancers for an elegant arrival
- Live bands and musicians for dinner and dancing
- Festive walkabout characters and hosts
- Aerial and circus acts as a feature between courses
- Close-up table performers, such as magicians, during dinner
Pull it all together
Once the date, venue and caterer are confirmed, share timings with your entertainment supplier so acts can be placed at the right moments. A simple running order covering arrival, dinner, speeches and the dance floor makes it easy for everyone to work together on the night, and means you can actually enjoy your own party.
Keep a short list of contacts and arrival times for every supplier, and nominate one person on the night to deal with any questions. That way the host is free to mingle rather than answering calls from the car park. After the event, note what worked and what did not. It makes next year's planning much quicker.
Acts and themes in this article
Themed Dancers
Charleston, showgirls and choreographed sets
Jazz Singers & Bands
Swing, jazz and roaring twenties vocals
Walkabout Characters
Pirates, nutcrackers, sea creatures and more
Hosts & Hostesses
Themed meet-and-greet and guest hosting
Christmas Parties
Nutcrackers, festive statues and glowing acts for a Christmas party people talk about in January.
Winter Wonderland
Ice queens, frozen statues and glowing performers for an elegant winter event.
Frequently asked questions
When should we start planning a Christmas party?
Ideally in late summer or early autumn. That is when the best December dates, venues and suppliers are still available.
What should we look for in a winter party venue?
Good heating, a cloakroom, an entrance where guests can arrive without queuing outside, and easy parking or late-night public transport.
Do we need entertainment if we have a DJ?
Not always, but in larger venues where guests don't all know each other, a few well-timed acts help break the ice and make the evening feel like an occasion.
Ready to start planning?
Tell us your date, venue and guest numbers and we will suggest Christmas entertainment that suits the room and the crowd.
Written by Tom Hargreaves, Events writer.
