Christmas work do planner: the organiser's checklist
Congratulations, you're organising the work Christmas do. Nobody asked if you wanted to. This is the checklist we'd want: what to sort, in what order, and the bits people forget until the week before.
The short version
- Get a budget and a headcount.
- Agree the date.
- Book the venue the same week.
- Sort food, drink and access.
- Send the details, then remind people.
Six to eight weeks out: budget and basics
Get a number, in writing
Ask whoever holds the purse for a total or a per-head figure, and whether it covers drinks, a deposit, travel or a plus-one.
Know the £150 rule
In the UK, an annual staff party can be tax-free for employees if it's open to all staff (or all staff at one location), it's an annual event, and it costs £150 or less per head. HMRC counts VAT, plus any transport or accommodation laid on, and divides by everyone who attends, guests included. It's not an allowance: go over and the whole amount can be taxable, not just the extra. If you're near the line, check with finance or HMRC's guidance.
Lunch or evening?
A long Friday lunch suits parents, carers, commuters and people who don't drink. An evening do feels more like a party. There's no right answer, but ask rather than guess.
Five to six weeks out: pin the date
This is the bit that stalls. Don't send three dates in an email and wait for reply-all. Send one link with a range (say 1–19 December), let people mark every day they can do, and go with the date that suits the most people.
You can do that with Whenabouts for free, and nobody needs an account. The full walk-through is in work Christmas party scheduling.
Organiser tips for the date:
- Use "Which days work?" to stick to weekdays, or tick individual days such as Thursday and Friday.
- Let people answer "maybe", then have a quiet word before you confirm.
- Don't wait for 100%. Most of the team is a win.
The same week: book the venue
A date that's agreed but not booked tends to slip. Before you pay a deposit, check:
- Capacity and layout. A private room, or a roped-off corner of a busy pub?
- Minimum spend and deposit. What's refundable, and by when?
- Final numbers deadline. Put it in your diary now.
- Step-free access and toilets.
- Last orders and getting home. Where's the nearest station, and when's the last train?
Can't agree on the activity? Whenabouts has Spin the Plan: add a few ideas (bowling, a curry, crazy golf, the pub with the good fire) and spin the wheel. If it lands on karaoke, blame the wheel.
Three to four weeks out: food, drink and everyone else
- Dietary needs. Collect them once, privately, and send them to the venue in one go.
- Non-drinkers. Make sure there's something better than tap water. A decent alcohol-free option goes a long way.
- Not everyone celebrates Christmas. "End-of-year do" works fine as a name.
- Remote and part-time staff. Think about travel and whether a midweek day near an office day works better.
- Secret Santa? Set a modest budget, make it opt-in, and use whatever name draw you like.
One to two weeks out: send the details
Put it all in one message: date, start time, venue, address, dress code (if any), what's paid for and what isn't, and the last train. Once you've confirmed the date in Whenabouts, anyone who opens the link can add it with Add to Google Calendar or a .ics file, which works with Outlook and Apple Calendar. Nothing is emailed, so post the link again with your message.
On the day, and after
- Get there early and say hello to the venue manager.
- Doing one with your mates too? The Christmas party planner and Friendsmas planner cover that.
- Know who's settling the bill and how.
- The next morning, thank people, settle any receipts and note what worked for next year.
Frequently asked questions
How far in advance should you plan a work Christmas party?
Start six to eight weeks ahead if you can. Popular venues and Friday nights in December go first, so agree the date by early November and book the same week.
What is the £150 rule for Christmas parties?
HMRC treats an annual staff party as tax-free for employees if it's open to all staff and costs £150 or less per head, including VAT, transport and accommodation. Check HMRC's guidance or your finance team for your situation.
Should the Christmas do be lunch or evening?
Ask the team. Lunch suits parents, carers and commuters; evening feels more like a party. In Whenabouts you can set the plan to daytime or evening.
How do I pick a date that suits the team?
Share one link with a range of dates and let people mark every day they can do. Go with the date that suits the most people, and don't wait for everyone.
Does Whenabouts book the venue or send invites?
No. It finds the date. Once you confirm, anyone with the link can add it to their calendar. Venue, food and the message to the team are down to you.