Have you been tasked with planning a holiday party for work? We’ve created this 8-step guide to help take the guesswork out of the planning process so you can throw a holiday bash your team will never forget.
The holiday season is quickly approaching, and if you’re in charge of planning your company’s holiday party this year, we won’t sugarcoat it (or cover it in sprinkles or frosting like a holiday cookie):
You’ve got your work cut out for you.
The workplace has changed dramatically.
Today, the old playbook for holiday parties no longer applies. Your employees want genuine connection, a chance to unwind, and proof that their organization values them.
A generic, thrown-together party won’t cut it.
But planning an epic holiday party doesn’t have to be overwhelming. With the right approach, you can pull off an event that works for your entire team, no matter where they are.
Here are eight steps to make it happen.
Step 1: Start With the Why and the Who
Before you book a single thing, take a step back and ask yourself: what’s the point of this party?
That might sound obvious given the holiday context, but having a clear purpose will guide every decision you make from here on out.
Your holiday party doesn’t need to be a formal affair with multiple objectives. Sometimes the goal is simply to have fun and unwind together after a busy year.
And that’s perfectly valid.
Your goal could be to:
- Celebrate achievements: Recognize the hard work your team put in throughout the year
- Boost morale: Give everyone a well-deserved break and a reason to feel good about where they work
- Strengthen connections: Help colleagues bond outside of their usual work interactions
- Show appreciation: Demonstrate that leadership values the team’s contributions
- Just have fun: Create space for people to relax, laugh, and enjoy each other’s company without any work agenda
Once you’ve identified your “why,” think about the “who”:
- Who’s invited to this party?
- Is it the entire company, a specific department, or a particular team?
- Are plus-ones welcome?
- Will this be a family-friendly event, or is it adults only?
Understanding your audience will help you make better decisions about everything from the venue to the activities.
A small, tight-knit team of 20 people will have very different needs than a company-wide celebration for 200 employees.
And if you’re planning for a distributed workforce, you’ll need to think carefully about how to make sure remote employees feel just as included as those who work in the office.
The more clarity you have upfront about your goals and your guest list, the easier the rest of the planning process becomes.
Step 2: Set Your Budget Early
Let’s talk money.
Before you get too far into the fun stuff, you need to know exactly how much you have to work with.
Your budget will be the foundation for every other decision you make, from the venue you book (if you need one) to the food you serve to the activities you plan.
Holiday parties can range from modest, low-key gatherings to full-scale celebrations, and both can be great.
The key is knowing what you’re working with from the start.
Breaking Down Your Budget for Your Holiday Party
When you’re building your budget, think about allocating funds across these key categories:
- Venue or platform: If you’re hosting in person, this includes the cost of renting a space (unless you’re using your office). For virtual events, you may need to budget for a video conferencing platform or a hosted activity.
- Food and beverages: Whether it’s a full catered meal, appetizers, or snack boxes shipped to remote employees, food is often one of the biggest line items.
- Activities and entertainment: Team building activities (more on this later), games, live entertainment, or a DJ all come with costs.
- Decorations: Festive décor helps set the mood, but it doesn’t have to break the bank.
- Gifts or swag: Some companies give employees a small gift, enter them into a raffle, or send holiday swag.
- Travel (if applicable): If you’re flying in remote employees for an in-person event, factor in airfare, accommodation, and transportation.
- Contingency: Always leave a little wiggle room for unexpected expenses—typically 10-15% of your total budget.
Don’t go into your budgeting with guesswork. We recommend mapping it all out in a spreadsheet (sorry to all those who don’t love Excel).
A Few Easy Budget-Saving Tips for Holiday Party Planning
If your budget is on the modest side, don’t worry. There are plenty of ways to create a memorable party without overspending:
- Host the party at your office and transform the space with decorations and lighting
- Choose activities that scale well, like self-hosted team building options that don’t require an on-site facilitator
- Go potluck-style for food, or partner with a local restaurant for a group discount
- Schedule the party during regular work hours to avoid venue and staffing costs
- Use free or low-cost platforms like Zoom or Microsoft Teams for virtual events
Get crystal clear on your budget before you move forward. It’ll save you from surprises down the road and help you make smart decisions about where to invest.
Step 3: Lock Down Your Date and Get It on Calendars ASAP
Here’s a truth every event planner learns the hard way: December is chaos.
Between personal holiday commitments, travel plans, and end-of-year work deadlines, people’s calendars fill up fast.
That’s why one of the most important things you can do is choose your date early, and then get it on everyone’s calendar immediately.
Choose the Right Date for Your Holiday Part
When selecting your date, consider these factors:
- Avoid the last-minute scramble: Early to mid-December tends to work better than the week leading up to the holidays. Many people take time off in late December, and those final days before the break are often the busiest at work.
- Check with key stakeholders first: Before you announce anything, make sure leadership and any must-attend team members are available.
- Mind the day of the week: For in-person events, Thursday or Friday afternoons tend to get the best attendance. For virtual events, you have more flexibility, but mid-week often works well.
- Respect time zones: If your team is distributed across multiple time zones, pick a time that works for the majority, or consider hosting two shorter sessions to accommodate different regions.
- Consider duration: Most holiday parties run 2-3 hours for in-person events, and 60-90 minutes for virtual gatherings. Factor this into your timing.
Send Save-the-Dates Immediately
As soon as you’ve locked in your date, send out a save-the-date. You don’t need to have all the details figured out yet. Just get it on people’s calendars so they can plan around it.
A simple message works:
“Save the date! Our annual holiday party is happening on [date] from [time]. More details coming soon, but mark your calendars now. We can’t wait to celebrate with you!”
The earlier you do this, the better your attendance will be. And better attendance means a more energized, connected event.
Step 4: Choose Your Format and Plan for Inclusivity
Now that you’ve got your date locked in, it’s time to decide how this party is actually going to happen:
- Will everyone gather in person?
- Will it be entirely virtual?
- Or will you try to accommodate both with a hybrid format?
This is one of the most important decisions you’ll make, and it all comes down to understanding your team’s makeup and your goals for the event.
In-Person Holiday Event Planning When Everyone Comes Together
If your entire team works in the same location (or if you’re willing to bring remote employees into one place), an in-person party offers the most opportunities for organic connection.
There’s something special about being in the same room, sharing a meal, and celebrating face-to-face.
But before you commit to in-person, ask yourself:
- Can everyone reasonably attend? If you have remote employees, are you prepared to cover travel costs to bring them in?
- Is your team comfortable gathering in person? Some employees may still have concerns about large indoor gatherings.
- Do you have a venue that can comfortably accommodate your entire group?
But what if gathering everyone in one room isn’t realistic?
Virtual Holiday Event Planning for Dispersed Teams
For fully remote teams or organizations where travel isn’t feasible, a virtual holiday party can still be engaging and memorable.
The key is choosing activities that translate well to a video call and keeping the event interactive rather than passive.
Virtual events work especially well when:
- Your team is spread across multiple cities, states, or countries
- Budget constraints make in-person gatherings difficult
- You want to keep things casual and accessible for everyone
The trick with virtual events is to avoid “Zoom fatigue.”
Keep them shorter, build in interactive elements, and make sure people have opportunities to actually talk to each other, not just watch a screen.
Hybrid Holiday Event Planning: The Best (and Trickiest) of Both Worlds
A hybrid party lets some employees gather in person while others join remotely. It’s inclusive and flexible, but it also requires extra planning to make sure remote attendees don’t feel like afterthoughts.
If you’re going hybrid, consider:
- Technology setup: You’ll need high-quality audio and video equipment so remote participants can see and hear what’s happening in the room
- Facilitation: Someone needs to actively engage remote attendees throughout the event
- Activity selection: Choose activities that work for both groups simultaneously
And speaking of remote employees, let’s address the elephant in the room.
Yes, hybrid requires more coordination, but in many cases, it’s worth it to make sure everyone can participate meaningfully.
Step 5: Book Your Platform or Holiday Event Venue (Before Everything’s Gone)
Once you know your format, it’s time to secure your space, and you need to move fast. Venues book up incredibly quickly in November and December, and the best options often get snatched up months in advance.
Choosing the Right Venue for In-Person Holiday Events
If you’re hosting in person, your venue will set the tone for the entire event. So, do you go with an office holiday party or do you book an external venue?
Hosting at your office is cost-effective and convenient, plus, you can transform a familiar space into something festive with the right decorations and setup.
If you want to create a more distinct break from the workday, an external venue like a restaurant, event space, or unique local spot can offer a change of scenery and a celebratory atmosphere.
So, how do you call the right play on this? There are a few considerations:
- Capacity: Make sure the space comfortably fits your expected headcount, with room for mingling, activities, and any entertainment you’re planning.
- Amenities: Does it have tables, chairs, and AV equipment, or will you need to rent those separately? Is there a kitchen or bar service available?
- Accessibility: Can everyone on your team access the space easily? Consider parking, public transportation, and accommodations for employees with disabilities.
- Location: Is it convenient for most of your team? If people need to travel far, you might see lower attendance.
- Atmosphere: Does the vibe match your company culture and the mood you’re trying to create?
If possible, visit potential venues in person before you book. Photos can be deceiving, and you want to make sure the space actually feels right.
Check the bathrooms, test the acoustics, and imagine your team in the space.
Picking the Right Platform for Virtual Holiday Parties
For virtual parties, your platform is your venue. Most companies default to whatever video conferencing tool they already use, whether it’s Zoom, Microsoft Teams, or Google Meet, and that’s usually fine.
But make sure it can handle what you’re planning:
- Breakout rooms: If you want to split people into smaller groups for activities or conversations, you’ll need this feature
- Screen sharing: Essential if you’re playing games, showing presentations, or displaying a leaderboard
- Chat function: Lets people interact without talking over each other
- Reliability: Make sure the platform can handle your group size without glitching
For most virtual holiday parties, your existing video conferencing tool will do the job. Just make sure everyone on your team knows how to use it, and consider doing a quick tech check before the event.
Essential Considerations for Hosting Hybrid Holiday Parties
Hybrid events require the most technical planning.
You’ll need:
- A venue with strong WiFi and the ability to set up cameras and microphones
- Large screens so in-person attendees can see remote participants
- High-quality audio so remote attendees can hear what’s happening in the room
- Someone designated to monitor the virtual side of things and keep remote participants engaged
Hybrid events can be tricky, but when done well, they’re the most inclusive option for distributed teams.
Step 6: Plan Activities That Actually Bring People Together
Here’s where the magic happens: team activities.
Activities are what transform a holiday party from “we ate some food and went home” to “that was actually really fun.”
They provide structure, break up the day, and give people a chance to engage with one another who might not otherwise.
But we’re not just talking any old activities. You need ones that match your team’s energy, encourage real connection, and fit the holiday spirit.
Why Do Activities Matter for Work Holiday Parties?
You might be tempted to skip structured activities and just let people socialize, but here’s the thing: not everyone is comfortable with unstructured socializing, especially in a work setting. Activities give people something to do, a reason to interact, and a way to connect that doesn’t feel forced.
Good holiday party activities:
- Create structure without being rigid or boring
- Encourage participation from everyone, not just the extroverts
- Foster connection between colleagues who might not normally interact
- Inject fun and energy into the celebration
- Get people into the holiday spirit without feeling cheesy
- Offer a break from work while still feeling productive and worthwhile
With the right activities, your holiday party transforms from a company-mandated obligation into an experience people genuinely enjoy.
9 Holiday Team Building Activities to Consider
Whether you’re gathering in person, meeting virtually, or bringing both groups together in a hybrid format, here are some festive team building activities that actually work.
Holiday Feud
Holiday Feud is exactly what it sounds like: A Family Feud team-building game show packed with seasonal survey questions, holiday-focused social interaction, and a finale that will test how well you know your co-workers.
This holiday team building activity is a great choice for remote, virtual, or hybrid teams looking for a chance to boost morale and get into the festive spirit.
Adding another layer of fun, your Holiday Host is a seasoned professional actor/emcee who will bring the holiday cheer to your event and will help break the ice!
Holiday Time Machine
Embark on an adventure with your colleagues as you step into the Outback Time Machine and take a trip back through holiday pop culture history.
This fun, fast-paced holiday-themed virtual team building activity is packed with nostalgia and features challenges focused on familiar holiday favorites, from trivia about movies, songs, toys, and TV shows to rounds of charades and more.
Your virtual game show host will get your group warmed up with a couple of “table-hopper rounds” (also known as breakout room mixers) and split you into teams.
Within minutes, your home office will be transformed into a winter wonderland game show stage with your own live dedicated host and buzzers.
Winter Jeoparty Social
What’s better than spending a winter day hunkered down in a warm alpine chalet with a hot drink? Doing it while socializing with your remote team, having fun as a group, and channeling your competitive spirit!
With Virtual Winter Jeoparty Social, your team will get out of the snow and step into your own cozy ski cabin to take part in a virtual Jeopardy-style game show infused with an ultra-social twist.
In this activity, your group will break out into teams and compete through multiple rounds of winter-themed Jeopardy-inspired virtual trivia questions, winning (or losing!) points for each.
Between each round, you’ll take part in a unique social mixer challenge and wager a little (or a lot!) in a round of Final Jeoparty.
Elf’s Virtual Merry Mingler
Sometimes all your team really wants is to celebrate together and enjoy each other’s company.
Set in a venue at Santa’s North Pole village, this virtual holiday team building activity is made up of social mixer activities designed to help teammates share laughs, create positive festive energy, and connect, no matter how far apart they are geographically.
It’s perfect for remote teams who want to feel the holiday spirit together.
Virtual Holiday Hijinks (Self-Hosted and Virtual)
For high-energy teams that love a challenge, Holiday Hijinks delivers.
In this activity, teams race against the clock to tackle holiday-themed physical, cerebral, and skills-based challenges like:
- Creating unique gifts using items around the house
- Solving holiday math problems
- Recording a 5-second video of creating the beat to a holiday song using household objects
Each challenge earns points, and the competition keeps everyone engaged and laughing.
Frost’s Virtual Holiday Trivia
If your team loves a little friendly competition, this one’s a winner. Your group will join the Frosts in the lounge of their brand-new ice hotel and compete through three rounds of holiday and winter-themed trivia questions.
Between rounds, you’ll take part in Frost’s Icebreaker Questions to get better acquainted with your colleagues.
It’s engaging, it’s festive, and it works beautifully for virtual or hybrid teams.
Holiday Bingo Bash
Holiday Bingo Bash is the ultimate holiday celebration and team building activity rolled into one! Players team up and dive into fast-paced holiday bingo on their phones or laptops. Every card is unique, and points rack up not just for Bingos but also for how quickly players crack each trivia clue.
Questions span holiday movies, music, winter science, arctic wildlife, and more—so everyone gets a chance to shine. The system instantly announces Bingos, sparking laughs and cheers each round!
Beyond two exciting bingo rounds, players warm up with a lively icebreaker and face off in a hilarious halftime mini-game: Holiday Feud (our festive twist on Family Feud).
Fun, festive, and full of teamwork, Holiday Bingo Bash is the perfect way to bring colleagues together for an unforgettable holiday celebration.
Virtual Yuletide Showdown
This fast-paced virtual team building activity has your group racing to unlock six different challenge categories:
- Sounds of Christmas
- Holiday Trivia
- Holiday Characters
- Holiday Pictionary
- Festive Scavenger Hunt
- Holiday-Style Who-Dun-It
It’s perfect for teams that want to exercise communication and collaboration skills while having a blast.
The real-time leaderboard adds an extra layer of excitement as teams strategically complete challenges to stay ahead of the competition.
Holiday Hijinks (In-Person or Self-Hosted)
If you’re gathering in person, Holiday Hijinks works just as well with teams competing face-to-face.
This self-hosted version gives you the flexibility to run the event on your own schedule with the same festive challenges and competitive energy. It’s budget-friendly and perfect for teams that want to keep things simple while still having a structured, fun activity.
These are just a few options to get you started.
For a complete list of virtual, in-person, and self-hosted holiday team building activities, check out our full guide: 38 Team Building Ideas for Holiday Parties.
The idea is to choose activities that match your team’s vibe and your party’s goals. Whether you want something high-energy and competitive or more relaxed and social, there’s an option that’ll work.
Step 7: Handle the Rest of Your Holiday Party Planning Logistics
You’ve got your date, your format, your venue, and your activities sorted. Now it’s time to handle all the smaller details that’ll make your party run smoothly.
These logistics might not be the most exciting part of planning, but they’re what separate a chaotic event from a seamless one.
Food and Beverages
Food is a big deal at holiday parties. It’s often one of the things people remember most.
Here’s what to think about.
For In-Person Events:
- Will you serve a full meal, appetizers, or snacks?
- Do you need to hire a caterer, or can you order from a local restaurant?
- What about dietary restrictions? Survey your team ahead of time to accommodate allergies, vegetarian, vegan, gluten-free, and other needs
- Will you serve alcohol? If so, make sure you have plenty of non-alcoholic options too, and plan for safe transportation home
For Virtual Events:
- Consider sending treat boxes, snack packages, or meal delivery gift cards to remote employees so they can enjoy something festive during the party
- If your budget allows, a nice touch is shipping everyone the same item—like gourmet hot chocolate kits or holiday cookies—so they can enjoy it together on the call
For Hybrid Events:
- Make sure remote participants get something too, so they don’t feel left out while in-person attendees are eating
Whatever format you choose, good food (and the thoughtfulness behind it) goes a long way toward making people feel appreciated.
Send Invitations and Track RSVPs
Once you’ve got the details locked in, it’s time to officially invite your team. Your invitation should include:
- Date and time (with time zones noted if you have a distributed team)
- Location or platform link
- What to expect (Will there be food? Activities? A dress code?)
- Whether plus-ones are welcome
- Any items guests should bring (like an ugly sweater, a dish to share, or a gift for an exchange)
- RSVP deadline and how to respond
Use a tool like Google Forms, your company’s event software, or even a simple calendar invite with an RSVP option to track who’s coming.
Knowing your headcount will help you finalize catering, seating, and activity logistics.
Send reminders as the date gets closer. We’d recommend sending one a week out and another the day before.
Tech Checks for Virtual and Hybrid Events
If your party is virtual or hybrid, do a tech run-through at least a few days before the event. You wouldn’t believe how often this causes chaos for party planners.
Make sure that:
- Everyone on your team knows how to access the video call
- Your chosen platform can handle your group size
- Breakout rooms, screen sharing, and other features work as expected
- Audio and video quality are good
- Remote participants can see and hear everything happening in the room (for hybrid events)
For hybrid events, consider assigning someone to be the “virtual host”—a person whose job is to monitor the chat, engage remote attendees, and make sure they’re included in activities.
Accessibility and Inclusivity
Make sure your event is accessible to everyone on your team:
- Choose a venue that accommodates employees with mobility challenges
- Provide captions or transcripts for virtual events if possible
- Be mindful of different holiday traditions and avoid making assumptions about what everyone celebrates
- If your party includes physical activities, offer alternatives for those who can’t or don’t want to participate
These thoughtful touches ensure no one feels left out or uncomfortable at what should be a celebration for everyone.
Capturing the Memories
Holiday parties are a great opportunity to create content and capture moments your team will want to remember. We’d recommend:
- Hiring a photographer (or designating someone to take photos)
- Setting up a photo booth with festive props
- Creating a shared album where people can upload their own photos
- Recording short video messages from team members sharing their favorite moments from the year
Just make sure people know photos will be taken, and respect anyone who prefers not to be in them.
Optional Add-Ons
Depending on your budget and goals, you might also want to include:
- A gift exchange (like Secret Santa)
- A raffle with prizes
- Company swag or small gifts for attendees
- A charitable component (like a toy drive or donations to a cause your team cares about)
These extras aren’t necessary, but they can add an extra layer of thoughtfulness to your celebration.
Step 8: Create a Simple Run-of-Show (But Don’t Over-Program)
You’ve planned all the pieces. Things are looking good!
Now it’s time to put them together into a cohesive flow for the day. A run-of-show (or agenda) helps you stay organized and ensures the event moves smoothly from start to finish.
But here’s the key: don’t over-program. The best holiday parties have structure without feeling rigid or scheduled to the minute.
Sample Run-of-Show for an In-Person Party (2.5 hours)
Every holiday party will be different, but your run-of-show might look something like this.
3:00 PM – Arrival and Welcome: Guests arrive, grab drinks, and start mingling. Play festive music in the background.
3:15 PM – Welcome Remarks: A quick welcome from leadership (5 minutes max) to thank everyone for coming and celebrate the year.
3:20 PM – Icebreaker or Activity #1: Kick things off with a short, fun activity to get people energized and talking. Not sure where to start? We’ve got a list of 575+ icebreaker questions you can check out.
3:45 PM – Appetizers and Refreshments: Light bites and drinks are served. People can snack, chat, and relax.
4:15 PM – Main Activity: Your big team building activity or entertainment happens here.
4:45 PM – Open Socializing: Let people mingle, play games, or just enjoy each other’s company. This is unstructured time.
5:15 PM – Closing Remarks and Raffle (if applicable): Wrap up with a few thank-yous and any prize drawings.
5:30 PM – Event Ends: People can head out or stick around and keep chatting.
5 Key Principles for Your Agenda
No matter what your timeline looks like, these principles will help you nail the flow:
- Balance structure with spontaneity: Have a plan, but leave room for things to run a little long if people are having fun.
- Build in breaks: For longer events, give people time to step away, grab more food, or just take a breather.
- Prioritize socializing: The whole point of a holiday party is connection. Make sure there’s ample unstructured time for people to just talk.
- Don’t over-explain: Keep announcements and instructions short. People want to have fun, not sit through a long agenda review.
- Stay flexible: If something isn’t working, pivot. The best event planners know how to read the room and adjust on the fly.
Your run-of-show is a guide, not a rulebook. The goal is to create a flow that feels natural and gives people a great experience, not to stick to a rigid timeline.
Planning a holiday party in 2025 doesn’t have to be overwhelming. With the right strategy, you can create an event that people genuinely look forward to.
The key is intentionality.
Every decision you make, from the date you choose to the activities you plan, should be rooted in understanding your team and what will make them feel valued, connected, and excited to celebrate together.
And remember: inclusivity matters.
Whether your team is in-person, remote, or hybrid, make sure everyone feels like they’re part of the celebration.
The holidays are hectic, so start planning now.
Lock in your date, set your budget, book your venue, and get those save-the-dates out. The earlier you start, the less stressful the process will be—and the better your party will turn out.
Here’s to a holiday celebration your team will actually love!
Want to add a team building activity to your holiday party this year?
Get in touch with our Employee Engagement Consultants to learn more about fun, engaging holiday-themed team building activities that will add an extra-festive touch to your event.
