Your Ultimate Holiday Event Planning Handbook
Tis the season for festive fêtes and spirited soirées. Whether you’re a first-time entertainer or an expert host, this ultimate event handbook will help you sleigh your way through holiday party planning. Here’s your complete holiday party planning checklist and holiday event planning timeline.
Holiday Event Planning Timeline: 6-8 Weeks Out
CHOOSE AN EVENT THEME.
Take your celebration to the next level with a theme. The more focused, the better. It’ll make the event memorable and easier to plan, and give guests something to look forward to.
Popular holiday party themes include:
- Ugly sweater party
- Friendsgiving
- Cookie swap
- Masquerade ball
- White elephant gift exchange
- Gingerbread house decorating contest
- Movie marathon
SELECT A DATE & TIME.
The rule of thumb is to host your event a week or two before a major holiday so it doesn’t compete with family gatherings and other commitments. And while Friday and Saturday nights are usually the ideal time to host a party, there are only a handful of those throughout the holiday season. To get optimal attendance, consider hosting on a weeknight or weekend afternoon instead.
SET YOUR BUDGET.
First, settle on an amount you’re willing to spend on the party. Next, record your expenses with a price estimate. Finally, calculate the total and adjust as needed. The quickest way to reduce costs is to invite fewer guests, host at home, have a potluck, or just stick to drinks and appetizers.
Remember the purpose of the event, prioritize the essentials, and come up with alternatives for items that may fall outside your budget—you can cut costs without cutting fun.
Related: 'Tis the Season to Save: How to Make Smart Spending Choices for Gift Giving
MAKE A GUEST LIST.
Make a list of every person you want to invite (don’t forget kids and plus-ones), then narrow it down to who you can actually accommodate and what’s appropriate for the gathering.
Determine how many people you can comfortably host by dividing the square footage of your home by five. Regardless of the location, invite 10–20% more than the number you’d like to attend—people are busy!
Holiday Event Planning Timeline: 4-6 Weeks Out
SEND INVITATIONS.
Six weeks is the sweet spot for sending invitations. Formal invitations can be sent a little earlier and should always be sent via mail. Casual invitations can be sent four or five weeks out, and it’s completely fine to send a digital invite. Supply RSVP details with a window ending no more than a week before the party, and include:
- Theme details
- Attire recommendations
- Time, date, and location
- Contact information
- Food and drink options
PLAN YOUR MENU.
Think about the kinds of food you want to serve, start compiling your grocery list, and place orders with caterers. Your food should reflect your theme, formality, time of day, weather, and ingredient seasonality. Each adult typically consumes one pound of food, and children about one-half of a pound, excluding beverages and desserts. People eat and drink more at night than during the day.
When it comes to hors d’oeuvres, you should serve at least four different types of bites. For a cocktail party, plan for each person to eat eight to 12 pieces. For a standard dinner party, plan for each person to eat six pieces.
Whether you’re doing heavy appetizers or serving a three-course meal, include hot and cold options and healthy and comfort fares. Serve simple foods and be mindful of dietary restrictions—you may have vegan, vegetarian, dairy-free, nut-free, or gluten-free friends.
LINE UP HELP OR RENTALS.
The biggest mistake you can make is refusing to accept help. Recruit the pros or some volunteers to help with pre-party prep, mid-party tasks (drink passing, buffet refreshing, etc.), and post-party cleanup. And secure vendors for anything you need to rent, like linens, lighting, tables, or chairs.
PURCHASE DECORATIONS & SUPPLIES.
Shipping can be delayed, and inventory can be low at the end of the year. Play it safe and order decorations, activities, games, favors, and supplies now.
Holiday Event Planning Timeline: 2-3 Weeks Out
PREPARE A TIMELINE.
Create a timeline for the party. Note when to start cooking, when guests will arrive, what time food will be served, and when games will be played to help guide the event.
ARRANGE MUSIC.
It isn’t a party without music! If you aren’t hiring professional entertainment, skip the shuffle feature and build your own musical experience. Mix styles, sandwich fan favorites and classics between lesser-known tracks, and tailor the tunes to your theme, guest list, and setting. Your playlist should be about an hour longer than your event is scheduled to run. Listen to it a few times before your party to make sure it flows.
STOCK THE BAR.
Get the bar stocked well in advance so you don’t have to worry about it later. In general, assume one drink per guest for each hour of your function. You’ll want to provide a variety of alcoholic and non-alcoholic beverages. For a full bar, you should have:
- Wine: Red, white, and sparkling
- Beer: Craft and domestic
- Spirits: Vodka, gin, tequila, bourbon, rum, and scotch
- Mixers: Tonic, club soda, cola, diet cola, lemon-lime soda, cranberry juice, orange juice, and tomato juice
- Non-Alcoholic: Soft drinks, bottled water, juices, coffee, tea, and soda water
Stock up on glasses, cocktail napkins, ice buckets, shakers, strainers, bar tools, stirrers, corkscrews, bottle openers, and shelf-stable garnishes, too.
AUDIT YOUR SERVING WARE.
Take inventory of your platters, bowls, plates, utensils, and flatware. Map out what you’ll serve on each and label it with a sticky note. Purchase what you need to fill in the gaps or ask to borrow items from a friend. Also, launder and iron linens
Holiday Event Planning Timeline: 1 Week Out
GET GOING ON GROCERIES.
Make your shopping list—check it twice—and take your first trip to the grocery store. Buy non-perishables or items that can be stored for several days and prepare dishes that can be frozen. This is also a great time to get cleaning supplies and paper goods.
FINALIZE THE HEADCOUNT.
Hopefully, the RSVPs are rolling in, but some people may need a gentle reminder to respond. Nudge invitees to update their attendance status and relay other key details, like parking instructions, contact information, and suggested attire. Connect with vendors and confirm deliveries and pickups, as well.
CLEAN THE HOUSE.
Thoroughly clean your house—and try to maintain it all week. That way, you’ll only have to do a once-over before the party starts and guests arrive. Concentrate on high-traffic areas, like the kitchen, family room, and living room. Dust and sanitize surfaces, sweep and mop floors, and polish windows and mirrors. Verify bathrooms are stocked and tidy so guests feel comfortable, and eliminate safety or tripping hazards, like loose rugs and stray cords.
TELL YOUR NEIGHBORS.
Give your neighbors a heads-up that you’re hosting an event and let them know how to contact you in case of issues or disruptions. Be respectful and considerate of neighborhood rules and regulations about noise, capacity, and parking.
Holiday Event Planning Timeline: 1-3 Days Before
FINISH GROCERY SHOPPING.
Head to the grocery store one last time. Purchase perishable and larger items, like vegetables, fruits, meats, ice, flowers, and herbs. Then, make a cooking schedule for your remaining dishes and plan where and how you’ll store them until they’re ready to be eaten.
COOK AS MUCH AS YOU CAN.
After you’ve hit the grocery store, cook as much as you can and prep any food that must be made on party day. Chill beverages, marinate meats, rinse and chop produce, and make sauces and desserts. Don’t wait until the last minute, or it won’t get done!
SET THE STAGE.
Get your home party-ready by:
- Testing A/V equipment and sound systems
- Setting tables
- Specifying a place for coats, bags, and shoes
- Creating a clean-up area
- Designating dessert, dining, and beverage stations
- Clearing clutter
- Repositioning furniture so your space is conducive to entertaining and mingling
- Placing directional signs
- Arranging candles and flowers
- Hanging decorations
- Tucking away medications and valuable, sentimental, or personal stuff
- Doing cleaning touch-ups
Holiday Event Planning Timeline: Day-of
FINISH COOKING.
Thanks to all your prep, day-of cooking should be minimal. Aim to have everything done at least one to two hours before the party begins so you can spend your final moments away from the kitchen.
DISPLAY FOOD & BEVERAGES.
Before guests arrive, display appetizers that won’t go bad. Wrap them tightly in plastic wrap to keep them fresh. Set up your bar, prep garnishes, and put out ice—about one to two pounds per person.
CREATE AMBIANCE.
Turn on music, dim overhead lights, and light candles. If you want to make your home smell extra delicious, set up a simmer pot. Combine your favorite winter ingredients (orange slices, cinnamon sticks, cloves, cranberries, rosemary, etc.) in a saucepan with just enough water to cover them and simmer over low heat until it evaporates.
GREET YOUR GUESTS & ENJOY.
Complete the finishing touches so you’re free to mix and mingle with guests. Rely on the timeline you made, but be flexible. If you’re stressed and distracted, guests will pick up on the vibe. Welcome each attendee at the door and make introductions. Relax and enjoy the party—you deserve it!
Holiday Event Planning: More Holiday Event Ideas!
By following our complete holiday party planning checklist and holiday party planning timeline, your event is sure to be a success! Looking for more ways to celebrate the most wonderful time of the year? Check out these holly jolly HOA holiday event ideas.