December is when lots of people go out who don't usually go out: work teams, groups of friends, families and clubs all looking for somewhere to celebrate. If you run a venue, a well-planned Christmas party night can be one of the best nights of your year. Here's how to plan one that's easy to book, fun on the night and simple to run.
Start planning early
Work Christmas parties are often booked weeks or even months ahead, because someone has to get the team to agree on a date and a budget. Aim to have your dates, format and prices decided and on sale by early autumn if you can. Late-booking groups still exist, but the organised ones pick the venues that are ready first.
Choose your format
Decide what kind of night you're offering. Popular formats include:
- Shared party nights: several smaller groups book tables or tickets for the same night, with food, entertainment and a disco. Great for small teams who can't fill a venue on their own.
- Private hire: one company or group books the whole space.
- Themed nights: a Christmas quiz, a festive comedy night, a tribute act, a ceilidh, or a family-friendly afternoon.
- Drinks and DJ only: simpler to run, and works well later in the evening or after work.
Shared party nights are where ticketing really helps, because you're selling to lots of separate groups.
Pick your dates carefully
Fridays and Saturdays in December tend to go first. Offer a range of dates, including midweek nights, which can suit work teams who want to avoid weekends or need a lower price. Think about which nights you can staff properly, and don't overcommit. Two great nights are better than five stretched ones.
Build a simple package
Groups want to know exactly what they're getting and what it costs per person. Put together a clear package:
- Arrival time, food service and finish time.
- The menu, with vegetarian, vegan and allergy options.
- Entertainment: DJ, band, host, quiz or games.
- Anything extra: a welcome drink, crackers, table decorations.
Keep the choices limited. A two or three course set menu with a few options is far easier for your kitchen than a full menu for 100 people at once.
Price it per person
Work out what the night costs you per person: food, staff, entertainment, decorations and extras. Add your margin, and check what similar local venues charge for a comparable night. Our guide to pricing event tickets covers the break-even maths in more detail. Consider offering a midweek price that's lower than Friday and Saturday to spread demand.
Sell tickets rather than taking deposits by hand
Chasing deposits from a dozen different party bookers by phone and email takes a huge amount of time. Selling tickets online makes it simpler: each group buys the number of places they need, everyone gets their own ticket, and you can see your numbers at a glance.
On TickTap it's free to list, and you keep 100% of the ticket price. Buyers pay a small booking fee on top, shown before they pay, and the fee gets smaller as a percentage for bigger orders, which suits party bookings. Buyers don't need an account, and their tickets arrive straight away with a QR code.
Collect menu choices and dietary needs
Decide how you'll collect pre-orders and dietary requirements, and set a clear deadline, such as two weeks before the date. Ask one person per group to send all their choices in one go, and send a reminder a few days before the deadline. Put the deadline in your event description so nobody is surprised.
Be clear about your terms
Write down your terms and put them on the event page: what happens if numbers drop, the last date choices can be changed, age limits, dress code and finishing time. Make sure your terms line up with the ticket site's refund policy, so everyone knows where they stand.
Promote it to the right people
- Your regulars: posters in the venue, table cards and a mention from staff.
- Local businesses: many small companies want a simple, ready-made party. A friendly email to local offices, shops and trades can go a long way.
- Social media: a Facebook event for each date, shared in local groups. See how to promote an event on Facebook.
- Photos: pictures from last year's parties (with permission) show people what to expect.
Plan the night itself
- Draw up a seating plan once bookings are in, keeping groups together.
- Brief staff on timings, allergies and any difficult tables.
- Have a running order: arrival, food, speeches or awards, entertainment, last orders, close.
- Plan for taxis and the end of the night, especially in busy town centres.
- Keep your list of bookings handy at the door in case anyone can't find their ticket.
Follow up for next year
After the season, thank your groups and ask for feedback. The people who booked this year's party are your best leads for next year, so keep their contact details (with consent) and get in touch early. Note which dates sold first and which menu choices worked, and use that to plan the next season. Our event organiser's checklist is a handy template.
Christmas party checklist
- Dates and format decided early
- Clear per-person package and menu
- Prices set, with a midweek option
- Tickets on sale online
- Menu and dietary deadline set
- Terms written on the event page
- Seating plan, staff briefing and running order
Frequently asked questions
When should I start selling Christmas party tickets?
As early as you can. Work Christmas parties are often booked weeks or months ahead, so aim to have dates, packages and prices on sale by early autumn.
What is a shared Christmas party night?
Several smaller groups book tables or tickets for the same night, with food, entertainment and a disco. It suits small teams who can't fill a venue on their own.
How do I collect menu choices for Christmas parties?
Set a clear deadline, such as two weeks before the date, ask one person per group to send all their choices at once, and put the deadline in your event description.
Is selling Christmas party tickets online better than taking deposits?
It usually saves a lot of time. Each group buys the places they need, everyone gets their own ticket, and you can see your numbers at a glance instead of chasing deposits.
