Why Holiday Party Scheduling is Tricky
The holiday season is packed:
- •Personal travel plans
- •Family obligations
- •Multiple party invitations
- •Year-end work crunch
You're competing for everyone's limited time.
Step 1: Pick the Right Window
Best Timing
- •Early December: Before travel season
- •Mid-week: Tuesday-Thursday have best attendance
- •After work: 5-7pm for cocktails, 6-9pm for dinner
Dates to Avoid
- •The week of Thanksgiving
- •December 23-January 2
- •Major religious observances
- •Company busy periods
Step 2: Poll Your Team
Don't pick a date in a vacuum:
- •Identify 3-4 potential dates
- •Create a quick availability poll
- •Give 1 week to respond
- •Choose the date with highest participation
This builds buy-in and maximizes attendance.
Step 3: Plan the Event
Key Decisions
- •Venue: Office, restaurant, or event space?
- •Format: Cocktails, dinner, or activity-based?
- •Plus ones: Allowed or team-only?
- •Budget: Per-person cost considerations
Logistics Checklist
- •[ ] Book venue (6-8 weeks ahead)
- •[ ] Confirm dietary restrictions
- •[ ] Arrange transportation if needed
- •[ ] Plan activities or entertainment
- •[ ] Prepare recognition/awards if applicable
Step 4: Communicate and Remind
Initial Invite (4 weeks out)
- •Date, time, location
- •Dress code
- •RSVP deadline
- •Plus-one policy
Follow-Up (2 weeks out)
- •RSVP reminder
- •Parking/transit info
- •What to expect
Final Reminder (2-3 days out)
- •Quick confirmation
- •Weather backup if outdoor
- •Any last-minute changes
Making It Inclusive
- •Offer non-alcoholic options
- •Accommodate dietary needs
- •Consider accessibility
- •Be mindful of religious diversity
- •Don't force participation in activities
Virtual or Hybrid Options
For remote teams:
- •Virtual happy hour with shipped gifts
- •Local small-group gatherings
- •Hybrid in-person + video connection
After the Party
- •Send thank-you message
- •Share photos (with consent)
- •Gather feedback for next year
