Planning a Small Office Holiday Party

Budget and headcount drive every other decision

Start with a per-person number, not a total. Multiply it by expected attendance. That is usually 80–90% of invitees, or more if partners are invited. That one figure tells you which venues to call. Rough US ranges per head:

• $25–$50: catered lunch in the office, potluck with the company covering mains and drinks, or a casual bar tab
• $50–$100: restaurant private room with a set menu and 2 drinks each
• $100+: evening event space with an open bar or an activity

In the UK, Canada and Australia, scale to local prices. UK city venues for the Christmas do book up even earlier, often by October. Australian teams often go outdoors, since December is summer there. Get the budget approved in writing before you call anyone, so you never put down a deposit you can't cover.

Pick the date before the venue, but keep two in hand

Poll for 2–3 candidate dates and book whichever one a venue actually has free. Thursday and Friday evenings in the first three weeks of December go first. If you're late, these slots are easier to get:

• a weekday lunch: cheaper, and nobody misses family evenings
• an early-January "new year" party: discounted, and calendars are empty

Calling 3 places with 2 dates each beats calling 8 places with one date. Before you book, check for step-free access if anyone uses a wheelchair, and ask whether the room is quiet enough to talk in.

Read the contract for the three numbers that bite

• The food & beverage minimum. Restaurant rooms often require $1,000–$3,000+ in spending. If you fall short, you pay the difference anyway.
• The deposit and cancellation date. Deposits are often 25–50%. The refund cutoff is usually 14–30 days out, and some deposits are never refundable.
• The final headcount deadline. This is usually 3–7 days before the event. Set your RSVP deadline 3 days before it.

Ask whether tax, an 18–22% service charge and any gratuity are already included. First-timers most often go over budget because the quote left these out. For an office party, the same checks apply to the caterer's quote, including delivery and staff fees.

Food, drinks and inclusion

For an appetizers-only party, plan 10–12 pieces per person for 2 hours, or 12–15 if it runs over dinnertime. If dinner follows, 4–6 pieces is enough. Budget 2 drinks per person for the first hour and 1 per hour after that. A 25 oz (750 ml) wine bottle pours about 5 glasses of 5 oz (150 ml). If you're self-catering, buy 1–2 lb (0.5–1 kg) of ice per person. Make at least a quarter of the drinks good non-alcoholic options, not just water.

The company carries the liability for alcohol, so keep it in check:

• Use 2 drink tickets per person or a capped bar tab instead of an unlimited open bar.
• Have food out before the drinks start.
• Share transit options or a rideshare code for the ride home.

Collect dietary needs on the RSVP form, not from memory. Calling it a "holiday" or "end-of-year" party keeps everyone included. You'll know the plan is solid when you can state the date, venue, per-head cost and RSVP deadline in one sentence.