December gets busy fast. This copy-and-paste guide gives you a clear plan to deliver a memorable Christmas party without the stress — timelines, budgets, supplier tips, themes, inclusivity, and a ready-to-run schedule. Vendoir helps you discover, compare, and book verified DJs, photographers, videographers, caterers, AV & lighting, and décor — all in one place.

🎯 Goals & Big Picture

Why are you hosting? Staff reward, client hospitality, community celebration, or charity tie-in.
Who's coming? Headcount, accessibility needs, and VIPs.
What does success look like? Attendance %, guest satisfaction (NPS), social reach, highlight-reel views, funds raised.

🗓️ Timeline (Oct–Dec)

8–10 weeks out (mid-October)

Set budget & date window.
Shortlist venues (capacity, location, late licence, step-free access).
Choose a theme (Après-Ski, Gatsby Gold, Neon Noel, Winter Forest, Give-Back Gala).
Enquire with core suppliers: DJ/MC, photographer, videographer, caterer, décor, AV & lighting.

6–7 weeks out

Lock venue & pay deposits.
Confirm entertainment, photo/video, décor & lighting.
Pick menu style (canapés, bowl food, buffet, plated) and drinks plan.
Draft the run of show (welcome → food → entertainment → awards → dancefloor → finale).

4–5 weeks out

Send invitations with RSVP link & dress code.
Approve floor plan, stage plot, lighting looks, and power map.
Book extras: photobooth/360 cam, live illustrator, magician, saxophonist.
Arrange late-night transport or taxi codes.

2–3 weeks out

Final headcount & dietary matrix (vegan, gluten-free, halal/kosher-style, allergens labelled).
Lock playlists, MC notes, award scripts, and content moments.
Print signage & table plans; order gifts/awards.

Event week

Venue walkthrough with suppliers; tech run for AV, music cues, lighting transitions.
Staff brief: roles, radio/WhatsApp channel, incident procedure, VIP handling.
Prepare QR feedback link & social hashtags.

Event day

Staggered load-in; safety/radio check; soundcheck.
Room reveal timed with soundtrack & lighting change.
Capture content: arrivals, room, awards, dancefloor, detail shots.
Finale track, last orders, controlled strike.

48–72 hours post-event

Thank-you notes, photo selects, highlight-reel request.
Budget reconciliation; supplier reviews on Vendoir.
Lessons learned for next year.

💷 Budget Guide (where to spend)

Here's a simple breakdown of typical Christmas event budgets:

Category	Suggested % of Budget	Notes
Venue & staffing	25–35%	Service quality and licences matter.
Food & beverage	30–40%	Control cost with tokens or time-boxed open bar.
Entertainment (DJ/band/MC)	10–15%	Drives energy and flow.
AV & lighting	8–12%	Atmosphere multiplier — don't cut this.
Décor & styling	5–10%	Cohesion and theme.
Photo & video	5–8%	Employer branding and social proof.
Experiences/extras	3–6%	Memorable moments.
Contingency	~5%	Covers last-minute changes.

💡 Pro tip: Prioritise sound, lighting, and talent. They define the guest experience more than micro-décor.

📋 Vendor Checklist (book early)

DJ / Band / MC: Genre fit, sample mixes, backup cover.
Photographer & Videographer: Low-light portfolio, rights for social, turnaround SLAs (e.g., selects in 72h, finals in 10 working days).
Catering & Bar: Tastings, dietary matrix, service style, staffing ratios.
AV & Lighting: PA size, wireless mics, dancefloor wash, logo gobo.
Décor & Florals: Sustainable/reusable options; install/strike timings.
Security & First Aid: Capacity-appropriate cover, briefed on house rules.
Transport: Late-night coaches or taxi partner codes.

👉 Need quotes fast? Check out Vendoir today: https://app.vendoir.com.

🎨 Theme Ideas That Land

Après-Ski: Timber textures, neon signage, hot chocolate & schnapps bar, indie/house mash-ups.
Gatsby Gold: Brass intro, swing DJ, metallic palette, feather backdrops.
Neon Noel: LED trees, UV face-paint bar, synth-pop & disco edits.
Winter Forest: Sustainable greenery, candlelit tables, acoustic sets.
Give-Back Gala: Charity raffle, silent auction, impact wall.

♿ Inclusivity, Safety & Sustainability

Menus: Clear allergen labels; robust vegan & gluten-free options.
Alcohol balance: Great low/no selection plus hydration stations.
Accessibility: Step-free routes, quiet lounge, hearing loop, accessible loos.
Welfare: First aid, incident reporting, safe-home plan.
Sustainability: LED lighting, seasonal florals, rental décor, digital RSVPs, waste plan.

🎬 Content & Comms Plan

Invites & RSVPs: Send 4–6 weeks out; include dress code & travel info.
Pre-event teaser: "3 things to expect" vertical video.
On-night capture: Arrivals, room reveal, awards moment, dancefloor energy, details.
Post-event: 60–90s highlight reel plus photo carousel; caption with gratitude & partner credits.
Approvals: First selects in 72h; full gallery within 10 working days.

🕘 Sample Run of Show (3.5 hours)

18:30 — Arrivals, welcome drinks, ambient playlist.
19:00 — MC welcome & H&S notes.
19:10 — Food service opens.
19:45 — Spotlight entertainment (act #1).
20:10 — Awards/recognition & charity moment.
20:30 — DJ set #1 — dancefloor opens.
21:30 — DJ set #2 / guest requests.
22:25 — Finale track & last orders.
22:30 — Carriages / strike begins.

❓ FAQs

When should I book? By October for December dates; premium venues can go 8–12 weeks out.
How do I control bar costs? Drink tokens, capped tab, or a time-boxed open bar (e.g., first 90 minutes).
What's the most common mistake? Under-investing in AV/lighting and not enforcing the run of show.

✅ Next Steps

Confirm goals, date window, guest count.
Shortlist venue plus core suppliers.
Lock theme, menu, and AV plan.
Send invites & build your run of show.
Rehearse, deliver, celebrate.

👉 For quotes and hassle-free booking, check out Vendoir today: https://app.vendoir.com.

🎄 The Only Christmas Event Planning Guide You'll Need (UK) — by Vendoir