How to plan an office or team party
An office party has the same shape as any other party with two extra steps: getting the budget approved up front and filing the expense report after. In between, the work is venue, RSVPs, dietary needs and a short programme.
Team party checklist
6 weeks before
- Draft the guest list
- Book the venue, or confirm the space at home
- Get the budget approved
4 weeks before
- Send invitations
- Choose the menu
- Pick a theme and décor
2 weeks before
- Chase RSVPs from anyone who hasn't replied
- Confirm vendors in writing
7 days before
- Arrange transport or parking
- Lock the headcount
- Collect allergy and dietary notes
- Buy decorations and non-perishables
- Draft the party-day run of show
3 days before
- Confirm every vendor's arrival time
1 day before
- Send guests parking and arrival details
- Buy perishables and ice
Party day
- Set up décor and the space
2 days after
- Send thank-you notes
- Share photos with guests
3 days after
- File receipts and the expense report
Add your date, guest count and budget and get this checklist with real due dates, plus a menu that respects dietary needs.
Plan mine freeHow to split the budget
A typical split for a team party, shown for 40 guests and a $2,000 budget. The percentages hold at any size.
| Category | Share | Example |
|---|---|---|
| Food & drinks | 50% | $1,000 |
| Venue | 20% | $400 |
| Activities | 12% | $240 |
| Decorations | 6% | $120 |
| Prizes & gifts | 6% | $120 |
| Buffer | 6% | $120 |
Party-day schedule
A 3-hour party starting at 3:00 PM.
- 2:00 PMSet up the space and décor
- 2:45 PMFinal walk-through, music on
- 3:00 PMArrivals and drinks
- 3:30 PMWelcome from the host
- 3:45 PMFood
- 4:30 PMActivity or awards
- 5:15 PMWrap-up
- 6:00 PMParty ends, start clean-up
Menu ideas
- Sandwich platters
- Pizza
- Build-your-own salad bar
- Cookies and brownies
- Soft drinks and sparkling water
Shopping for 40
- Plates60 plates
- Cups120 cups
- Napkins120 napkins
- Drinks120 cans or bottles
- Ice4 10 lb bags
- Trash bags3 bags
Tips from the plan
- Get budget approval before anything else
- It sets the venue, the headcount and whether there's an open bar.
- Collect dietary needs on the RSVP
- Large groups always include vegetarian, vegan, halal and allergy needs.
- Keep the programme short
- A welcome, food, one activity or awards, and a clear wrap-up time.
- Save every receipt
- The expense report is due soon after. Photograph receipts as you go.
Questions
How far in advance should you plan an office holiday party?
Six weeks at least. For December dates, book the venue two to three months ahead.
How much should a company spend per person on a holiday party?
It depends on the company and location. Food and drinks usually take about half the budget, then venue and activities.
What activities work for a team party?
Short, optional ones: a quiz, awards, a photo booth or a group game. Avoid anything that runs past the stated end time.