It’s not all about capacity and date, thinking about the expectations for the event will help you choose the perfect Christmas party venue.

Planning the office Christmas party is an all-year-round activity, and talking about it afterwards often is too. If it’s your first year being responsible for planing it, or even if you’ve been round this block a few times, the weight of responsibility can weigh heavily. Finding the perfect venue is the first step in making sure it all goes swimmingly. So here’s our no-fuss guide to choosing the perfect office Christmas party venue.

Understanding the purpose

It may seem like the most obvious question, but asking what the real purpose of the Christmas party is this year will help as your starting point. If the main goal is to foster team bonding and connection among employees who may mainly work remotely, with infrequent chances to get together, consider venues that offer plenty of spaces for talking and chatting together. For a pure celebration, look for venues with ample space for dining and dancing, or those that can host a lively party atmosphere.

Reflecting the culture

Assessing the company culture is crucial in selecting a venue that resonates with the team. Does the company culture lean towards enjoying the chance to dress up, or is there a more casual, laid-back vibe? Are everyone foodies for whom the meal is the main event? Or do they just want to let their hair down and party, party, party? Are you looking for space for tables for a sit-down meal, or one with a great dance floor and sound system?

Multi-functional event

If the Christmas party is doubling as another event, such as your end-of-year awards ceremony, the venue needs to accommodate that. Ensure it has stage facilities, good acoustics, and seating arrangements that allow everyone a good view. If combining two different types of events, consider venues with separate spaces for dining and presentations or entertainment to smoothly transition between activities.

To theme or not to theme?

Deciding on whether to have a theme can influence your venue choice. Some venues offer specific themes or styling that’s all done for your, and can add another layer of excitement to your party. A blank canvas venue might be best if you plan to customise it yourself or if you want the flexibility to style the venue according to a chosen corporate theme.

Transportation

Logistics play a critical role in the success of the event. Is the venue easily accessible by public transport? (Important if alcohol is served, or if many employees don’t drive or live nearby). Always consider how your guests will get home safely, especially if the party is ending late.

Core considerations

Once you’ve considered all the above, don’t forget the key things you still need to check for;

• Cost: Get full clarity on what is included in the venue hire fee to avoid unexpected surprises.
• Capacity: Make sure the venue can comfortably accommodate all the guests, plus any extra spaces needed for break-out activities or entertainment.
• Facilities: Check for essential facilities, such as cloakrooms, enough lavatories, disabled access, and technical equipment.
• Availability: Popular venues book up fast, especially for Christmas parties, so start your search early to secure the ideal pre-Christmas spot – and prepare to be flexible if your first date isn’t available.

Your checklist for your Christmas venue

1. Define the purpose and format

• Reconnection or celebration?
• Need for space for a stage, dance floor, or other specific areas?

2. Think about the culture 

• Formal or informal?
• Dining preferences: sit-down meal vs. standing bowl or street food?
• Entertainment: live music, DJ, or acts?

3. Consider multi-functions

• If including awards or presentations, check tech and seating requirements.

4. Decide on theming

• Does the venue need to support a specific theme?
• Can the theming be customised ie can it be dialled up or down depending on how much guests want to embrace it or adjusted to suit your brand

5. Examine logistics

• Accessibility and transport options.
• Parking facilities.
• Proximity to the company or central transport hubs and parking for coaches.

6. Site visit:

• Visit potential venues to check suitability in terms of space, facilities, ambiance, and staff.
• Maximise your visit with a list of key questions to ask the venue including examples of previous parties, images and testimonials

7. Budget considerations

• Obtain detailed quotes.
• Check what’s included (e.g., catering, decoration, AV equipment).

8. Finalise and book

• Once you’ve chosen, book as early as possible.
• Confirm all details in writing.

By considering all the elements, you can make sure that the your office Christmas party venue this year perfectly matches the company’s needs and the team’s expectations – making for a talked-about event for years to come.

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For more ideas, or for more information about selecting the perfect event venue and then planning and styling it, don’t hesitate to contact the Evolve Events team. We have the experience and local knowledge to assist you with finding your perfect venue, then curating the entertainment, catering and logistics to create an unforgettable experience.

TEL : 020 7610 2808 – EMAIL : anna@evolve-events.com