1. Team holiday trivia
Split into teams of 4 to 6, play 4 to 6 short rounds (movies, music, traditions around the world, a round about your own company). Teams write answers on one sheet, so nobody has to shout an answer alone.
Office Christmas party planning checklist: what to do, week by week
Updated: 2026-10-19
Four weeks is enough time to plan a good office Christmas party if you start with the decisions that block everything else: date, format and budget. This checklist is the timeline from the event planner in our kit, written for the person who got the job on top of their normal work.
If you have less time, do the ‘4 weeks’ and ‘1 week’ blocks first. Everything else can be squeezed into a few days.
The checklist
4 weeks before
- Set the date, time and format (in person, hybrid, remote)
- Agree on the budget with your manager
- Book the venue or room (and catering, if needed)
- Send a 'save the date'
- Find 1 to 3 helpers (quiz host, games, decoration)
3 weeks before
- Send the invitation with an RSVP date
- Ask about dietary needs and accessibility
- Choose the gift exchange format and announce the budget
- Collect a few fun facts from colleagues for a company round in the quiz
2 weeks before
- Draw names for the gift exchange
- Plan the run of show (see our run-of-show guide)
- Order food, drinks and alcohol-free options
- Write or edit the quiz questions about your company year
1 week before
- Send a reminder with all details (address, time, dress code: comfy is fine)
- Print the cards, answer sheets and name-draw sheet
- Test the projector, sound and video link (hybrid)
- Prepare prizes (small and inclusive)
1 to 2 days before
- Confirm numbers with the venue or caterer
- Pack the party box: pens, tape, scissors, dice, sticky notes, extension lead
- Run through the quiz slides once
On the day
- Set up 60 minutes early: tables, decoration, quiet corner
- Lay out secret mission cards and icebreaker cards
- Check the drinks: alcohol-free options as visible as the rest
- Welcome people, enjoy, take (consented) photos
- Say thank you to the helpers
After the party
- Share photos (only with consent)
- Send a short thank-you message
- Write down what worked for next year
8 tips so everyone feels invited
- Name it inclusively. 'Holiday party', 'end-of-year celebration' or 'winter party' makes everyone feel invited, whatever they celebrate.
- Pick a fair time. During or right after working hours works for parents, carers and commuters. Announce the end time, too.
- Make alcohol-free the default. Offer at least two attractive alcohol-free drinks and put them in the same place as everything else. Never ask why someone isn't drinking.
- Label the food. Mark vegetarian, vegan, gluten-free and dishes with pork or alcohol. Ask about halal and kosher needs in the RSVP.
- Check accessibility. Step-free access, enough seats, a quiet corner, good lighting, and captions or a mic for remote colleagues.
- No forced fun. Every game is optional. Offer roles like scorekeeper, judge or photographer.
- Photos only with consent. Ask before taking or posting pictures. Set up a 'no photos' sticker or lanyard option.
- Get everyone home safely. Share public transport times, organise shared taxis, and remind people when the party ends.
The games
2. Secret missions
Everyone draws a sealed card with a harmless mission (“get three people to say ‘cinnamon’”, “find out someone’s favourite holiday film”). At dessert, people reveal and guess missions. Runs quietly in the background all evening.
3. Dice gift swap (white elephant with dice)
Everyone brings a small wrapped gift (set a budget, e.g. 10 €). Everyone sits in a circle with their gift and rolls in turns: each number triggers an action (swap left or right, all gifts move one seat, unwrap a corner). When the 10 minute timer rings, you keep the gift in front of you. Full rules below in our guide.
4. Thank-you card swap
Everyone draws a colleague’s name and writes two specific sentences of thanks for something that happened this year. Cards are handed out (or read anonymously). Quiet, warm and memorable.
Host tips
- Put the end time in the invitation. People with kids, long commutes or other plans can then say yes more easily.
- Ask one or two helpers early. A quiz host and a person for games take a lot off your plate.
- Collect dietary needs with the RSVP, not in a second email.
- Keep a small party box: pens, tape, scissors, dice, sticky notes and an extension lead save the evening more often than you think.
FAQ
How far in advance should you plan an office Christmas party?
Four weeks is a workable minimum for an in-house party. If you need an external venue in December, book it as early as you can, often two to three months ahead.
What should be on an office party checklist?
Date and format, budget, room or venue, invitation with RSVP date, dietary needs and accessibility, food and alcohol-free drinks, a run of show, games or a quiz, prizes, a tech check and a thank-you afterwards.
What is a good run of show for the evening?
Arrival, a five-minute welcome, food, a 45-minute team quiz, one short game and a clear end. Our run-of-show guide has a full template.