Holiday party checklist

How to use this checklist

Work through the sections in order, but do not wait to finish one before starting the next. Decisions about headcount, budget and date drive everything else, so settle those first and write them down where everyone on the planning committee can see them. Booking follows, and in Toronto the venue and entertainment for December dates are the items that cannot wait. Communication, program and safety tasks fill the autumn, and the after-event tasks should be scheduled in your calendar before the party so they are not forgotten in the January rush.

Items that are easy to overlook

• A coat check with enough staff, or a clear plan for coats in a winter month.
• Quiet space for guests who want to talk away from the dance floor or the speakers.
• Appealing non-alcoholic drinks that are offered, not just available on request.
• Food options that respect the religious and dietary needs in your team, labelled clearly.
• A plan for remote staff, such as a separate local gathering or a delivered gift.
• Someone sober and senior designated as the point person for the evening.

Who owns what

A checklist only works when each item has one name next to it. On a corporate committee, assign the venue and contracts to one person, communications to another, and the program to a third, with the event lead holding the budget and the final decisions. Share the list in a format everyone can update, and review it in a short meeting every two weeks from September onward. When a task is done, note the date and any confirmation number, so the information is easy to find if a vendor or the venue questions it later.

Alcohol and the employer's responsibility

An employer hosting a party where alcohol is served has a responsibility to take reasonable steps to keep guests safe, including on the way home. Use a licensed venue or professional bartenders with Smart Serve certification, limit or end free drinks well before the party ends, serve substantial food, and make transport home easy and free. The holiday party etiquette and FAQs cover the common questions, and the holiday party budget guide shows how to fund the safety items properly.