Christmas Venue Checklist: 10 Things To Look For

1) Cash or Card?

Most bars these days are cashless, but not all. If your venue isn’t offering an all-inclusive package or drinks tokens/wristbands, check how the bar works so your team doesn’t turn up with pockets full of cash they can’t use, or worse: no way to buy a drink.

2) Drink Token Systems

If drinks are token-based or wristband-based, find out exactly what’s included. Is it just beer, wine, and soft drinks, or are cocktails included too? Ask how many you’ll get and whether you can top up if needed. Also ask if there are drinks packages like drink buckets that the table can share. Sometimes these can work out cheaper. Normally these can be ordered on the night but check if you can pre-order your drinks so you don't have to wait in those pesky queues or wait to grab the barman's attention.

3) Hidden Costs

Not everything is always included in the ticket price. Things like coat check, parking, extra drinks, or even festive photo booths can come with a small charge. Some parties include fairground rides which have an additional cost to them. Your party planner can tell you what’s included upfront so there are no wallet shocks on the night, and if they don't tell you, ask!

4) Multiple Parties in One Venue

Georgia mentions, "some venues have different parties held in one night. Make sure you go to the correct one!" Some venues run multiple shared parties on the same night. Double check where your group should go so you don’t go into the wrong party. It happens more often than you'd think. Most of the time these parties have very different themes, so you can tell which party you're in, but when you're having a great time you might stumble into the wrong room.

5) Don’t Forget Yourself… or the CEO

Grace mentions, "when booking a party, sometimes the organiser forgets to add themselves or forgets the CEO." Yes, really! It’s surprisingly common for the organiser to forget to include themselves or a key team member when booking tickets. Count carefully and double check your numbers twice.

6) Parking Pains

Georgia says, "Clients forget about parking and are surprised on the night when they have to pay for parking or find that they have to park far away.” Parking is often an afterthought, but it shouldn’t be. Some venues charge for it, and others have limited space that fills quickly. Ask about parking in advance to save your guests a long walk or a surprise parking ticket.

7) Nearby Hotels

"Ask us about hotels that are close to the venue," says Georgia. If guests are travelling in or want to make a night of it, ask your planner about hotel options near the venue. We usually have great local recommendations and sometimes discounted rates too!

8) Pre-Booking Menu Choices

Venues may need your team’s menu selections ahead of time especially when there are dietary requirements involved. Leave it too late and someone might end up with the veggie option they didn’t ask for. Grace has seen this many times and says, "Don't assume it'll be a set menu and make sure you check if your venue needs to pre-book menu choices and dietary requirements. You’d be surprised how many parties forget about this."

9) Table Layout and Group Seating

Georgia and Grace both agreed on including this: “Some clients don’t realise how many are seated on the table and are surprised that their group is sat at two tables.” Not all tables are created equal. Some venues seat 8, some seat 10, and others even more. If you’ve got a larger group, check if you’ll all be on one table or split across several. It’s better to know early than be surprised on the night. Also ask if you need to provide name cards.

10) Dress Code Details

Finally, always ask what the dress code is. Your team will thank you for the heads-up. Georgia stressed on this and says, “Check the dress code, if the party is a black tie event, they’ll stand out like a sore thumb wearing casual attire.” Our team can advise you on how to dress for your work Christmas party, especially if you've booked a masquerade party or a Sherlock Holmes Murder Mystery themed party.

The big stuff is easy to remember: the venue, the food, the music, but it’s these smaller details that catch people off guard. That’s why our team is here to help you plan with confidence, sidestep the classic pitfalls, and ensure your shared Christmas party goes off without a hitch. Just ask, and we’ll fill in all the blanks so your only surprise on the night is how much fun your team’s having.

⭐ Need more tips from our Christmas party planning experts? Here are tips on how to plan the perfect Christmas party.

⭐ Want your work Christmas party to go smoothly? Check out our top 5 mistakes that companies make when booking a party and avoid them!

👋 We have over 20 years experience in the party planning business, so let us help! Give us a ring at 0203 967 6967 or if you are interested in a party on our website, fill out one of our enquiry forms and one of our party planners will get back to you.