Planning a Christmas party is a chance to bring everyone together, thank them for their work and finish the year on a high. It can also leave you with a long list of decisions: where to host it, what food to serve, how to entertain guests and how to make sure the evening runs smoothly.
Whether you’re organising a company Christmas party for the first time or looking for a fresh approach to an annual event, here are the things worth thinking through before you book.
Start with your guest list and budget
Before looking at venues, work out roughly how many people you expect. A realistic estimate will help you choose a room that feels right for the group and avoid paying for space you won’t use.
Set an overall budget and remember to keep a little aside for extras that may come up later, such as additional guests or a longer drinks reception.
Choose a date and a venue guests can reach easily
Popular December dates can go quickly, especially Thursdays and Fridays. Check key diaries early and consider a midweek date if it gives you more choice. Send a save the date as soon as the venue is confirmed.
Location matters, particularly when people are travelling in from different places or heading home late. Look at the nearby train and tube stations, access needs and the journey home. The Kia Oval is around a two-minute walk from Oval tube station and an eight-minute walk from Vauxhall station, making it straightforward for guests travelling across London and beyond.
Pick a space that suits the kind of party you want
Think about what guests will actually do during the evening. A seated dinner needs a different layout from a standing reception with food stations and dancing. If you want speeches, entertainment or a separate drinks reception, check how the space will work for each part of the night.
Ask the venue about the seating plans, dance floor space, a stage if needed, and where guests can step away from a quieter conversation. At the Kia Oval, you can explore spaces ranging from the historic Long Room to larger suites for bigger celebrations. Explore our rooms and talk to the team about the right fit for your numbers and plans.
Make food and drink a highlight
Food is often what guests remember most, so start with the kind of evening you want to host. A sit-down meal gives everyone a chance to gather around the table; a more informal menu can keep the party moving. Think about the timings too. If guests are arriving straight from work, they may appreciate something to eat in the evening.
Ask about vegetarian and vegan choices, allergies and other dietary requirements before confirming the menu. It also helps to decide what drinks are included and whether you want a welcome drink, a bar tab or drinks served with dinner. Our team can talk through the Christmas party options at the Kia Oval and help you plan food and drinks around your event.
Plan the entertainment around your guests
You don’t need to fill every minute. Good music and time to catch up may be enough for some groups; others will want a DJ, live entertainment or an activity. If you’re planning awards or speeches, keep them short and place them before the dancing starts.
Check the practical details with your venue or suppliers: what equipment is needed, how long setup takes, when they can access the room and when the event needs to finish. Those conversations are much easier before invitations go out.
Give the evening a simple running order
Even a relaxed party benefits from a plan. Note when guests arrive, when food is served, when any speeches happen and when entertainment begins. Share the running order with the venue and your suppliers and choose one person from your team to be the main contact on the night.
Once your guest list is settled, confirm final numbers and dietary requirements by the venue’s deadline. Then send guests the details they’ll need; arrival time, entrance, travel information, dress code and any accessibility arrangements.
Christmas party planning checklist
- Agree the budget and estimated guests numbers.
- Choose a date and shortlist venues that work for your guests.
- Check what’s included in the venue or party package.
- Decide on the format, room layout, food and drinks.
- Book entertainment and confirm technical requirements.
- Send invitations and collect dietary and accessibility needs.
- Share the final numbers and running order with the venue.
- Send guests the practical details before the event.
The best Christmas parties are the ones everyone can enjoy, including the person who organised them. If you’re looking for a Christmas party venue in London, our team can help you find a space and plan an evening that works for your group. Get in touch to tell us what you have on your mind.
