Organizing Christmas drinks for your company: complete guide

Why a Christmas drink is so important for your team

The Christmas drinks are the highlight of the year for many companies. It is the moment when colleagues break away from deadlines and projects and end the year together in a relaxed way. A well-organized Christmas drink strengthens the team bond, shows appreciation for the hard work and creates memories that will last for months in the workplace.

But a successful Christmas party does not happen by itself. Whether you have a small team of ten people or a company with three hundred employees: good planning makes the difference between an evening to remember and a disappointment.

Start planning on time

The golden rule: start preparations at least six to eight weeks in advance. Popular locations and caterers are booked up very quickly in November and December. The sooner you start, the more choice you have.

• 8 weeks in advance: determine budget, find location and reserve
• 6 weeks in advance: choose theme, book catering, arrange entertainment
• 4 weeks in advance: Send out invitations and collect RSVPs
• 2 weeks in advance: coordinate final details, create script
• 1 week in advance: send reminders, check allergies and dietary requirements

Tip: send your invitations digitally via Invitedd. This way you have a direct overview of who is coming, who is unable to attend and whether there are any dietary requirements — without endless emails.

Choosing the right location

The location largely determines the atmosphere of your Christmas party. Think carefully about what suits your company. A startup may choose a hip bar in the city center, while a more traditional company is more likely to opt for an attractive estate or hotel.

What you should pay attention to when choosing a location:

• Capacity: ensure there is enough space, even if not everyone is standing at the same time
• Accessibility: easily accessible by public transport and sufficient parking spaces
• Atmosphere: Does the appearance match the theme you have in mind?
• Facilities: Is there a good sound system, wardrobe and sufficient toilets?
• Catering: Does the location offer catering or can you employ your own caterer?

Theme and decoration

A theme gives your Christmas party coherence and makes it extra festive. You don't necessarily have to go for a classic Christmas theme — consider a winter wonderland, apres-ski party, or a glamorous Hollywood evening.

Popular themes for company Christmas drinks:

• Classic Christmas: red, green, gold, Christmas trees and candlelight
• Winter wonderland: white, silver, ice crystals and snow effects
• Apres-ski: wooden chalet atmosphere, mulled wine, fondue
• Ugly Christmas Sweater: informal, funny and approachable
• Gatsby/roaring twenties: chic, gold and glamorous

Whatever your theme: make sure it is reflected in the invitation, the decoration and possibly the dress code. A consistent thread makes the whole thing professional and well thought out.

Food and drinks

Nothing makes or breaks a party as quickly as the food. For a Christmas party, a walking dinner or extensive buffet often works best: guests can walk around freely and chat with different colleagues.

Please take the following points into account:

• Ask dietary requirements and allergies in advance — you can easily include this in your digital invitation via Invitedd
• Make sure there are plenty of vegetarian and vegan options
• Offer both alcoholic and non-alcoholic drinks
• Think of seasonal dishes: pumpkin soup, winter salads, hot snacks
• A mulled wine or cocktail bar is always a success

Entertainment and activities

A good Christmas drink is more than just food and drinks. Think of activities that bring colleagues together and provide topics for discussion.

• Live music or DJ: a band playing Christmas classics, or a DJ filling the dance floor
• Photobooth: with Christmas props for funny team photos
• Quiz or bingo: a company quiz about the past year is always a hit
• Secret Santa: Have colleagues bring raffle tickets and presents in advance
• Karaoke: Nothing brings people together like singing (out of tune) together

Pro tip: make the entertainment fit your company culture. A law firm has different preferences than a creative agency.

Invitations and communications

A professional invitation sets the tone for the party. Include date, time, location, dress code and whether partners are welcome. Ask guests to register so you know how many people to count on.

With Invitedd you can create a stylish digital invitation that matches your theme in just a few minutes. Guests can respond immediately, indicate dietary requirements and put the event in their agenda. As an organizer you can see exactly who is coming in a clear dashboard.

Send the invitation at least three to four weeks in advance and schedule a reminder a week before the party. This way you prevent no-shows and you can make adjustments in time if the turnout is disappointing or not too bad.

Divide the budget smartly

The budget determines what is possible, but a successful Christmas party does not necessarily have to be expensive. A good distribution of the budget is more important than the total amount.

• Location: 30-40% of the budget
• Catering: 30-35% of the budget
• Entertainment: 10-15% of the budget
• Decoration: 5-10% of the budget
• Unforeseen: always reserve 5-10% for unexpected costs

A Christmas party at your own work location with self-arranged catering can be just as enjoyable as a party at an external location. Ultimately it's about the people, the atmosphere and the attention to details.