Company holiday party checklist for Chatham-Kent employers
Everything to book, decide and confirm, in order, so the party runs itself on the night.
6 min read · By the Everest team · Updated October 2026
Book your venue and date first (ideally two to three months ahead, since December fills quickly), then lock in food, entertainment and a safe-ride plan. Most of the stress disappears if one person owns the checklist and the venue handles catering, bar and setup.
- December Fridays and Saturdays go first; weeknights and January are easier.
- Survey staff on date, dietary needs and whether partners are invited.
- Plan alcohol service and rides home before you plan decor.
When to start
Holiday parties compete for the same few weeks in late November and December. The earlier you pick a date, the more choice you have.
| Party date | Demand | Notes |
|---|---|---|
| Late November | Moderate | Fewer conflicts with family plans |
| First two weeks of December | Highest | Book early, especially Fridays and Saturdays |
| Mid-week in December | Moderate | Often easier to book and can cost less |
| January “new year” party | Low | Staff are less overbooked; good value |
8 to 12 weeks out
- Set the budget (per head and total).
- Decide who is invited: staff only, staff plus partners, or families.
- Send a quick staff survey: preferred dates, dietary needs, accessibility needs.
- Choose the format: sit-down dinner, cocktail party, lunch, or afternoon family event.
- Book the venue and confirm what is included (food, bar, AV, decor, setup, cleanup).
- Put a hold on the date in everyone’s calendar.
4 to 8 weeks out
- Finalize the menu, including vegetarian, halal, gluten-free and other options from the survey.
- Choose bar service: drink tickets, host bar, or cash bar.
- Book entertainment: DJ, band, photo booth, emcee.
- Plan any awards, speeches or recognition moments, and who will give them.
- Arrange transportation or a ride-home plan.
- Order gifts, prizes or door favours.
- Send formal invitations with RSVP date.
The last 4 weeks
- Chase RSVPs and send the final count to the venue.
- Share a simple run-of-show with the venue and emcee.
- Prepare slides or videos and test them on the venue’s AV.
- Print name tags, table numbers and any awards.
- Send a reminder with time, address, parking and dress code.
- Confirm the ride-home plan and share it with staff.
On the night
- Arrive early. Walk the room with the venue coordinator 60 to 90 minutes before doors.
- Welcome station. Name tags, a seating chart and a friendly face at the door.
- Keep speeches short. Under 10 minutes total, before dinner or between courses.
- Get the fun going early. Start music or games before people settle into cliques.
- Watch the time. End on a high rather than letting it fade out.
Alcohol and getting home safely
In Ontario, alcohol at licensed events is served by Smart Serve certified staff, which is one good reason to use a licensed venue with its own bar. Employers can also take simple steps of their own.
- Serve plenty of food throughout the evening.
- Offer appealing non-alcoholic drinks, not just pop.
- Use drink tickets to set a sensible limit.
- Close the bar before the end of the party.
- Provide taxi vouchers or a shuttle, and share local taxi numbers.
For theme and activity ideas, see 27 holiday party ideas your team will actually enjoy.
Quick answers
How far ahead should we book a holiday party venue?
Two to three months is a sensible target for December weekends. Weeknights and January dates can usually be booked with less notice.
Should we invite partners?
It depends on budget and team culture. Including partners usually raises attendance and makes the night feel more like a celebration.
What is the best day for a work holiday party?
Fridays and Saturdays are most popular. Thursday evenings and weekday lunches are good alternatives and are often easier to book.
How do we keep it inclusive?
Call it a holiday or year-end party, offer varied food and non-alcoholic drinks, and ask about dietary and accessibility needs ahead of time.
Planning in Chatham-Kent?
Our in-house chefs, full bar and a single coordinator take most of this checklist off your desk, and weekday events can be up to 30% off. Visit to see how your team would fit.
