Your Holiday Party Checklist: Making Spirits Bright Without The Stress

While holiday parties typically take place in December, the savvy host knows that planning starts long before the first snowflake falls. Whether you’re organizing a causal family get-together or a grand corporate gathering, early preparation is your ticket to success. Planning in advance isn’t just about reducing stress. By getting a head start, you gain access to a wider selection of vendors, secure your ideal venue, and increase the likelihood of your guests’ availability. After all, everyone’s calendar fills up quickly during the bustling season, and your invitees are likely juggling multiple holiday party invitations. That’s where our comprehensive holiday party checklist comes in. We’ve designed this guide to take you from the early planning stages right through to the final toast so that your event is memorable for all the right reasons. And here’s some great news for those in search of the perfect venue: RedWater offers several stunning holiday party venues, complete with all the tools and support you need to throw an unforgettable bash.

3–4 Months Before the Party

▢ Who: Start Compiling the Guest List

Your guest count is the foundation of your entire event. It influences:

• Budget
• Date selection
• Venue size
• Food and drink quantities
• Number of invitations, tables, chairs, and more

A great way to start is to create an initial list and then refine it. Consider plus-ones and whether children are invited. Venues like RedWater Events will make the planning easier with in-house catering as well as tables, chairs, linen, and more.  

▢ When: Set the Date And Budget

• Be flexible with dates to expand venue options
• Consider off-peak days. For a company party or one with all of your friends, plan for early December so you don’t interfere with family events that happen closer to the holidays
• Align your budget with your vision but be realistic and factor in all the details

We recommend creating a spreadsheet to track all expenses, including a buffer for unexpected costs.

▢ What: Narrow Down Holiday Party Themes

Decide between:

• Formal or informal
• Traditional or unique (e.g., Ugly Christmas Sweater vs. Black Tie)
• Specific theme (Winter Wonderland, Nutcracker Night, etc.)
• You might poll your guests or team for theme ideas to boost excitement and engagement

▢ Where: Begin Searching for Holiday Party Venues

• Consider RedWater venues for a stress-free experience
• Find convenient locations that are easily accessible in the winter
• Think about accessibility, parking, and amenities
• Make a list of must-haves for your venue to narrow down choices efficiently

RedWater Events offers a variety of stunning venues to suit any holiday party theme or size. Our experienced team will make sure no detail is overlooked, from the initial planning stages to the final toast. Schedule a visit at a RedWater Events venue today and let us help you create a memorable holiday celebration!

▢ Finalize And Book the Holiday Party Venue

• Confirm availability and lock in your chosen date
• Review and sign the contract, paying attention to cancellation policies
• Put down the required deposit to secure your booking
• Ask about any additional services the venue offers, such as decorating or catering, to streamline your planning process

2 Months Before the Party

▢ Send “Save the Date” Notifications

• Use digital platforms for quick distribution and easy RSVP tracking
• Include key information: date, time, location, and theme (if applicable)
• Mention that formal invitations will follow
• Create a themed graphic or GIF for your “Save the Date” to build excitement

▢ Start Planning Holiday Party Entertainment

Consider your audience and party theme when selecting entertainment. You might choose options such as:

• Live band or DJ
• Photo booth
• Interactive games or activities
• Professional dancers or performers

Make sure your venue is prepared for entertainment with:

• In-house sound systems for music
• Staging areas for performances
• Dedicated spaces for activities like photo booths

If you’re booking external entertainment, check to see if they need any special accommodations or setup time.  

▢ Form Holiday Party Planning Committees

Try dividing your responsibilities into committees:

• Decorations
• Food and beverage
• Entertainment
• Logistics (transportation, seating arrangements, etc.)

Schedule regular check-ins to make sure everything is on track and see how the committees can work together. You might create a shared digital workspace (like Google Docs or Trello) for committees to collaborate and update progress in real time.

6 Weeks Before the Party

▢ Book Holiday Party Entertainment and Equipment

• Confirm and book your chosen holiday party entertainment
• Create a detailed schedule for entertainers, including setup and breakdown times
• Share the schedule with your venue to confirm there is enough time for setup and breakdown to make sure everything can go off without a hitch
• Reserve any necessary equipment, including audio/visual systems, lighting, and a stage or dance floor if required

RedWater has audiovisual and entertainment equipment to help you save time and money. Ask our venues about the options we have available to make setup easier for you and your entertainers. ▢ Plan Holiday Party Menu and Bar Options When planning a holiday party menu, try to gather food allergies and preferences from your guests. You might incorporate themed drinks or dishes that align with your party’s motif for an extra festive touch. To help satisfy all tastebuds, RedWater offers a variety of fun options for holiday parties, such as:

• Premium appetizers (mini beef Wellington, jumbo shrimp cocktail, and more)
• Entrées like slow-roasted prime rib or herb-roasted turkey that include a garden salad, fresh baked bread and butter, coffee, and iced tea
• Sides like sweet potato mash, glazed baby carrots, and more
• Specialty desserts such as seasonal cupcakes, snickers apple pie, and more

For drinks, consider options such as:

• Open bar
• Drink tickets
• Signature cocktails

RedWater Events’ holiday menu offers a variety of classic and unique seasonal cocktails for our guests.

▢ Design and Order Invitations

Choose a design that reflects your party theme, and include essential information such as:

• Date, time, and location
• Dress code
• RSVP deadline and method
• Any special instructions (parking, security, etc.)

You may also wish to order extra invitations for last-minute additions or keepsakes.

▢ Start Thinking About Holiday Party Decorations Ideas

Brainstorm decorations that complement your theme. Consider:

• Centerpieces
• Lighting (string lights, candles, etc.)
• Wall decorations
• Entrance decor

Don’t forget to incorporate party favors, such as:

• Themed ornaments
• Gourmet treats
• Personalized items

We recommend you create a Pinterest board or mood board to visualize your decoration ideas and share them with your planning team or venue coordinator.  

1 Month Before the Party

At this one-month mark, you’re putting the finishing touches on your holiday party. It’s important to communicate clearly with all vendors and your venue to ensure everyone is on the same page. This is also a good time to start delegating tasks to your team or committees if you haven’t already.

▢ Send Out Formal Invitations

Mail physical invitations or send digital versions. Create a system to track RSVPs as they come in. A spreadsheet or event planning app can be helpful for managing guest responses and dietary requirements. Include all essential details on the invitations, including:

• Date, time, and venue address
• Dress code
• Menu options (if applicable)
• RSVP deadline and method
• Contact information for questions

▢ Finalize Menu and Place Catering Orders

• Confirm final menu selections with your caterer or venue
• Discuss and plan for any dietary restrictions or allergies
• Determine quantities based on expected guest count
• Finalize bar menu and quantities

Consider offering a signature cocktail that ties into your party theme. This can be a fun talking point and add a personalized touch to your event. Just make sure to confirm with your venue that this is an option.

▢ Order Holiday Party Decorations and Supplies

Purchase or rent decorations based on your theme, and create a detailed decoration plan, including a layout of where each item will go. This will make setup much smoother on the day of the event. Don’t forget practical items such as:

• Name tags
• Signage
• Guest book or alternative (e.g., photo frame for signing)
• Order any custom items (banners, photo backdrops, etc.)

 

▢ Arrange for Additional Rentals

• Book any extra items needed:
  • Photo booth
  • Coat check equipment
  • Additional lighting
  • Lounge furniture
  • Outdoor heaters (if applicable)
• Confirm delivery times and setup instructions for all rentals

If you’re having a photo booth, consider creating custom props that tie into your party theme or company branding.

2 Weeks Before the Party

▢ Get a Final Count on RSVPs

• Follow up with guests who haven’t responded
• Update your guest list with confirmed attendees
• Note any dietary restrictions or special requirements
• Consider creating a waiting list for any last-minute cancellations, especially for corporate events

▢ Send Final Guest Count to Venue and Caterer

• Provide the exact number of attendees
• Communicate any changes in dietary needs
• Confirm any last-minute adjustments to the menu or setup
• Add a small buffer (2-3%) to your final count to accommodate unexpected guests or increased appetites

▢ Plan Seating Arrangements (if Applicable)

• Create a seating chart based on your guest list
• Prepare name tags and place cards
• Consider mixing groups to encourage mingling
• Use a digital tool or template to easily adjust seating arrangements as needed.

▢ Create a Detailed Party Agenda

Outline the event schedule, and share it with key team members or helpers. Include:

• Setup and decoration time
• Guest arrival window
• Meal service times
• Entertainment or activity timeslots
• Speech or presentation times (if any)
• Event conclusion and cleanup

▢ Confirm All Vendor Arrangements

Verify arrival times, setup needs, and payment details. Double-check details with:

• Entertainment
• Rental companies
• Photographers/videographers
• Any other service providers

▢ Create a Playlist or Communicate with DJ/Band

• If self-managing music, create a playlist that fits your theme and audience
• Ensure your playlist or band’s set list includes a mix of tempos and genres to suit different parts of the evening
• For hired entertainment, provide must-play songs, a do-not-play list, and any specific announcements or dedications

▢ Assemble Party Favors

• Gather all materials for favors
• Set up an assembly line for efficient preparation
• Create tags or labels if necessary
• Store favors properly until the event
• Consider eco-friendly or practical favors that guests will appreciate and use beyond the party

Three Days Before the Party

▢ Confirm Final Details with Venue and Vendors

• Create a contact sheet with all key vendor and venue phone numbers for quick access during the event
• Double-check with the venue:
  • Access times for setup
  • Any last-minute changes or requests
  • Point of contact for the day of the event
• Verify with all vendors:
  • Arrival times
  • Setup locations
  • Payment methods and timing

The Day Before The Party

▢ Prepare any Welcome or Directional Signage Create and organize all necessary signs:

• Welcome signs
• Directional arrows
• Table numbers
• Menu displays
• Any event-specific signage (e.g., photo booth instructions, gift table labels)

If possible, do a quick walk-through of the venue to determine the best placement for signs to guide guests smoothly through the space. ▢ Pack an Emergency Kit Make sure you have items such as:

• Tape (clear, masking, and double-sided)
• Scissors
• Safety pins
• Extra decorations
• Stain remover
• First-aid supplies
• Extra pens and markers
• Portable phone charger
• Lint roller
• Small sewing kit

If you host a holiday party with RedWater Events, we will have all of these supplies and more available to you.

▢ Review Agenda with Key Staff Members

• Go through the event timeline with your team
• Clarify each person’s responsibilities
• Establish a chain of command for decision-making
• Ensure everyone has a copy of the agenda and important contact numbers
• Designate a point person for emergencies or unexpected issues
• Consider creating a shared digital document or group chat for real-time communication during the event

After The Party

▢ Send Thank-You Notes to Vendors and Participants

Write personalized notes to:

• Vendors who contributed to the event’s success
• Key staff members or volunteers who helped organize
• Special guests or speakers (if applicable)
• For larger events, consider sending a general thank-you email to all attendees

Include specific details about how each vendor or participant contributed to make your notes more meaningful. For example, “Your beautifully crafted centerpieces really brought our winter wonderland theme to life!”

▢ Gather Feedback for Next Year’s Holiday Party

• Create a brief survey to collect opinions on different aspects of the event:
  • Venue
  • Food and beverages
  • Entertainment
  • Overall experience
  • Suggestions for improvement
• Methods to gather feedback:
  • Online survey tools (e.g., Google Forms, SurveyMonkey)
  • Email questionnaire
  • In-person discussions or debriefing sessions
• For corporate events, consider holding a post-event meeting with your planning committee to discuss what worked well and areas for improvement. You might also offer an incentive for completing the survey, such as entry into a small prize drawing, to increase participation rates.

Plan Your Holiday Party with RedWater Events’

RedWater Events offers an incredible selection of high-quality venues for a holiday party in West Michigan, complete with in-house catering and a host of amenities designed to make your celebration truly unforgettable. Contact RedWater Events today to explore our venues and discover how we can make your holiday party planning stress-free and enjoyable.