Christmas Party
How To Plan A Christmas Party: The Complete Guide with Checklist
A practical, no-fluff guide to planning a Christmas party that actually runs smoothly. Use the week-by-week plan, budget pointers, and the master checklist at the end. When you are ready to book production, grab sound, lighting, staging and DJ equipment from our team: Christmas event production or pick specific items via dry hire .
October 9, 2025
Planning a Christmas party can feel like a full-time job. Venues book up fast, suppliers get busy, and small details snowball into last-minute stress. This guide shows you exactly what to do and when, with proven tips from running festive events across the South East. Use the timeline, then run through the checklist to make sure you have not missed anything.
What Do You Need To Plan Your Christmas Party? Let's Break It Down
Set your objectives and budget
Decide the purpose first. Is it team celebration, client hosting, or friends and family. Your goal shapes venue choice, entertainment, timings and spend.
Budget pointers:
- Venue and catering are usually the big two.
- Production matters for atmosphere. Plan for PA system, microphones, lighting, staging, DJ setup. Book early to avoid rush rates.
- Build a 10 to 15 percent contingency for last-minute extras.
Pro tip: If you want the “wow” without bespoke stress, ask us to package sound, lights, staging and DJ in one Christmas production bundle. See options: Christmas event production.
Pick the date and format + 3) Guest list and invitations
2) Pick the date and format
- Shortlist 2 to 3 dates. Use a quick poll to confirm.
- Choose the format: private hire, venue package, or office party with brought-in production.
- Set arrival, food service, speeches, entertainment, carriages.
Quietly crucial: Confirm curfews, noise limits, and loading times with the venue before you book suppliers.
3) Guest list and invitations
- Finalise numbers by bands of 10. Venues and caterers price per head.
- Include dietary needs and access requirements in the invite.
- Send calendar holds with start, finish, dress code, theme, and transport tips.
Venue shortlist and checks
What competitors say: “Book early.”
What they miss: technical and legal checks that make or break the night.
Verify:
- Capacity, floor plan, ceiling height and stage footprint.
- Power availability and distribution for PA, lighting, DJ, and catering.
- Load-in access for flight cases, parking, and lifts.
- Noise limiter on site. If yes, agree a plan for live music and DJ levels.
- Licences for alcohol, late finish and performance.
- Risk assessment and insurance. Your production supplier should provide RAMS and PLI certificates.
If the venue is set, we can spec the right kit for the room size. Start here: Christmas event production.
Theme, styling and room flow
A theme helps decisions move faster. Winter woodland, gold and black, ski lodge, or 80s disco. Keep décor practical:
- Entrance moment for first impression.
- Clear dance floor, not split across the room.
- Stage position visible from tables and bar.
- Lighting zones: warm wash for dining, dynamic effects for dancing, pin-spots for centrepieces.
Need uplighters, moving heads, fairy-light canopies, or a starcloth backdrop. Hire what you need via dry hire or bundle it with sound and DJ.
Food and drink that works in the room
- Choose the service style that fits your space. Bowl food, buffet, family-style or plated.
- Map servery positions so queues do not block the bar or DJ.
- Label allergens. Keep water points obvious.
- Confirm supplier power, prep area, and load-in time.
Entertainment and AV plan
Competitors mention “get a DJ or band.” Here is the detail they skip:
- Sound: PA sized to the room, with separate speech microphone.
- DJ booth: Stable surface, isolation from drinks, and neat cable runs.
- Lighting: Static warm wash for dinner. Add movers and effects after speeches.
- Big moments: Playlist cues for awards or raffle, and a clear countdown to dancefloor open.
- Backup: Spare XLRs, USBs, and a failsafe playlist.
Get a single supplier to handle PA, DJ kit, lighting and staging so cues, cables and timings are unified. One call, one crew, one running order. We do this daily: Christmas event production.
Travel, accommodation and access
- Share nearest stations, last trains, taxi ranks, parking, and a map pin.
- Arrange an accessible route for wheelchair users.
- Provide a staffed cloakroom and clear signage for restrooms.
Running order, roles and comms
Create a one-page Event Sheet:
- Contacts for venue, caterer, production, entertainment, security.
- Timeline with who cues what.
- Floor plan with stage, dance floor, buffet, bar, fire exits.
- Emergency plan and first aid location.

Six-week Christmas party timeline
8–10 weeks out
6–8 weeks out
- Confirm venue and catering.
- Book DJ or band and production kit.
- Send invites with RSVP deadline.
4–5 weeks out
- Lock theme and décor.
- Finalise entertainment plan.
- Draft running order and floor plan.
2–3 weeks out
- Confirm headcount and dietary needs.
- Site visit with production if the venue is complex.
- Share Event Sheet to all suppliers.
Event week
- Reconfirm load-in times, parking and access.
- Print table plans, place cards and signage.
- Pack spares: gaffer, extension leads, USB with playlists, markers, tape.
On the day
- Walk the space.
- Soundcheck mic levels.
- Test lighting scenes and run the first song cue.
- Enjoy the party.
Hire routes with Beatz Hire
- Done-for-you Christmas production: sound, lighting, staging and DJ kit with delivery, setup and crew. Perfect for stress-free corporate and venue parties.
→ Christmas event production - Dry hire: collect or have individual items delivered. Ideal if you have tech on site or only need a few extras.
→ Dry hire - Planning a spooky season event first.
→ Halloween event production
FAQs
How far in advance should I book suppliers for a December party
Six to eight weeks is safe. Prime Thursdays and Fridays go first. If you need a specific DJ or a larger lighting package, book earlier.
What size PA do I need for a 150-person room
As a rule of thumb, a pair of 12 or 15 inch tops with a sub gives clean coverage for speeches and dancing. Room shape matters, so ask us for a quick spec.
Can I have speeches and still keep the vibe
Yes. Use a separate wireless mic, set the lighting to a warm static look, and cue a short sting after each speech. Keep the total to ten minutes.
Do venues allow smoke or haze
Many do if alarms are managed. Always check with the venue first. We can supply low-residue haze and advise on safe levels.
What if there is a noise limiter
We will set gains and limiters correctly, position the PA away from the sensor, and manage dynamics so the dancefloor still feels lively.

The Ultimate Christmas Party Checklist
Strategy
- Objective agreed
- Budget set with 10 to 15 percent contingency
- Date confirmed with backup date
- Format decided: private, package, or office party
Guests and comms
- Guest list ranges set
- Invitations sent with dietary and access questions
- RSVPs tracked, final numbers confirmed
- Transport and dress code shared
Venue
- Capacity, floor plan and ceiling height checked
- Power and distribution confirmed
- Load-in route and parking approved
- Curfew and noise policy confirmed
- Licences and insurance verified
Production and entertainment
- PA, microphones, DJ kit booked
- Lighting plan agreed: dinner wash, dancefloor effects
- Staging size and position confirmed
- Playlist cues for key moments
- Backup music ready on USB
- Booked with one supplier for simplicity
→ Christmas event production
→ Or pick items via dry hire
Food and drink
- Menu set with dietary labels
- Service style picked
- Bar plan and glassware numbers agreed
- Water stations and coffee planned
Operations
- One-page Event Sheet created
- Roles assigned for welcome, speeches, gifts, tidy
- Risk assessment complete
- Cables, mats and ramps planned
- Signage printed
On the day
- Walkthrough with venue and suppliers
- Soundcheck and lighting scenes tested
- Table numbers and place cards set
- Cloakroom staffed
- Float, gaffer, USBs, chargers, spare batteries packed
If you want a party that looks and sounds like Christmas, the fastest win is getting sound, lighting, staging and DJ sorted in one go. Tell us the guest count and venue, and we will spec the right kit, deliver, set up, run checks, and take it all away after.
→ Christmas event production
Need a couple of pieces only.
→ Dry hire