Plan a memorable and inclusive office holiday party, from budget approval and venue selection to food, activities, music, and handling the details that keep everyone comfortable.
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Budget & Approval
Get budget approval from leadership
Present a per-person cost estimate to your manager or finance team. Most office holiday parties cost $50-100 per person for in-office events and $75-200 for off-site venues. Include line items for venue, food, drinks, entertainment, and decorations.
Decide whether the company covers plus-ones
Plus-ones increase your headcount by 30-50% and nearly double the food and drink budget. If the budget is tight, limit to employees only and frame it as a team bonding event. Communicate the plus-one policy clearly on the invitation.
Set the date and time at least 4 weeks ahead
Thursday or Friday evenings in the first two weeks of December work best — they avoid conflicts with personal holiday plans later in the month. Send a save-the-date 4 weeks out and the formal invite 2 weeks out.
Venue Selection
Choose between in-office or external venue
In-office parties save 30-50% on costs but require more decoration effort. External venues cost more but create a special atmosphere. For teams under 50, in-office usually works fine; for 50+, an outside venue prevents the cramped feeling.
Book the venue or reserve office common areas
December venue bookings fill up by mid-October in most cities. Book at least 6 weeks ahead for external venues. For in-office, block the space on the company calendar and notify facilities and security.
Confirm capacity, parking, and accessibility
The venue should comfortably hold your headcount with room to mingle — plan for 12-15 square feet per person for cocktail-style events. Confirm accessible entrances, restrooms, and parking for all attendees.
Inclusive Theme & Decor
Choose a winter or seasonal theme instead of religious-specific
Winter wonderland, ugly sweater, decades, or masquerade themes include everyone regardless of religious background. Avoid exclusively Christmas-themed decor if your team includes people who celebrate Hanukkah, Diwali, Kwanzaa, or no holidays.
Set up decorations and lighting
String lights, candles, and metallic accents create festive ambiance on any budget. Spend $3-8 per person on decorations — that is $150-400 for a 50-person party. Assign 2-3 volunteers to decorate 2 hours before the event.
Create a photo backdrop or booth area
A simple backdrop with string lights and props costs under $100 and generates the most shared content from the party. Place it near the entrance so people take photos when they arrive looking their best.
Food & Drinks
Order catering with vegetarian, vegan, and allergen-free options
Plan for 8-10 appetizer pieces per person for cocktail-style events or 1 full plate per person for sit-down meals. Budget $20-40 per person for catering and confirm the final headcount 5 days before.
Plan the drink menu with alcohol and non-alcohol options
Offer at least 2-3 non-alcoholic options beyond water — mocktails, sparkling cider, and hot chocolate are crowd favorites. If serving alcohol, budget 2-3 drinks per person for a 3-hour event and always have a cutoff time.
Arrange dessert or a treat station
A dessert table with 3-4 options (cookies, brownies, cupcakes, fruit) costs less than a formal dessert course and lets people graze throughout the evening. Order 1.5 dessert portions per person — people always go back for seconds.
Activities & Entertainment
Plan 2-3 optional group activities
Trivia, bingo, and white elephant gift exchanges are the highest-rated office party activities. Keep all activities optional — forcing participation makes 25-30% of attendees uncomfortable and ready to leave early.
Set up a music playlist or hire a DJ
A 3-4 hour playlist costs nothing and works for most office parties. A DJ costs $300-800 and is worth it for groups of 75+. Keep the volume at conversation level during dinner and raise it only if there is a dance floor later.
Organize a gift exchange with clear rules
Set the spending limit at $15-25 and communicate whether gifts should be funny, useful, or themed. White elephant (steal-style) exchanges work best for groups of 10-25 people. For larger groups, do a team-based version with one gift per table.
Prepare awards or recognition for team members
Fun superlative awards like "Most Likely to Reply-All" or "Early Bird Champion" cost nothing and get big laughs. Mix in genuine recognition like "Rookie of the Year" or "Team MVP" — this is one of the best moments to publicly appreciate people.
Safety & Wrap-Up
Arrange rideshare codes or designated drivers
If alcohol is served, budget $20-30 per person for rideshare credits or arrange a shuttle service. Some companies pre-purchase rideshare voucher codes — this reduces the liability risk and shows genuine care for employee safety.
Set a clear start and end time
3-4 hours is the sweet spot for office holiday parties. Events that run longer than 4 hours see a sharp drop-off in attendance after hour 3. Announce last call 30 minutes before the end and start cleanup promptly.
Assign cleanup volunteers or confirm venue cleanup policy
Recruit 4-5 cleanup volunteers and offer them a small thank-you gift card ($25-50). If using an external venue, confirm what cleanup is included in the rental fee — some charge $200-500 extra if the space is not cleared by a certain time.
Send a thank-you message to the team the next day
A short message from leadership thanking the team and the organizers goes a long way. Attach 5-10 of the best photos from the event — people love sharing these. This small touch boosts morale heading into the holiday break.
Frequently Asked Questions
How much do companies spend per employee on holiday parties?
Companies average $50-$150 per employee for holiday parties. Small businesses (under 50 employees) spend $75-$200 per person, often at a restaurant. Large corporations allocate $40-$100 per person for scaled events. A typical office holiday party for 50 people costs $3,000-$7,500 total. Budget-friendly options include a catered in-office party ($20-$40 per person) or a potluck with company-provided drinks and dessert ($10-$15 per person).
Should office holiday parties include alcohol?
About 65% of office holiday parties include alcohol, but liability is a real concern — employers can be held responsible for alcohol-related incidents. Best practices: offer a drink ticket system (2-3 tickets per person), provide a full food spread to slow alcohol absorption, and arrange ride-sharing discount codes. Skip open bars in favor of limited options (beer, wine, one signature cocktail). Always stock equal quantities of non-alcoholic alternatives.
What day of the week is best for an office holiday party?
Thursday evening is the most popular choice — attendance runs 15-20% higher than Friday events because employees do not leave early for weekend plans. Lunchtime parties during work hours on a weekday see the highest attendance (90%+) since employees are already on-site, but they are less festive. Avoid Monday and Friday, which have the lowest attendance rates for after-hours events.
Should significant others be invited to the office holiday party?
Including partners increases enjoyment for employees in relationships but adds 40-60% to your headcount and budget. A good compromise: invite partners for the main holiday party but keep smaller team celebrations employee-only. If partners attend, plan activities that include them (not just work talk) — a DJ, photo booth, or game station prevents partners from sitting awkwardly while colleagues catch up.