Staff Christmas Party Checklist for New Zealand Workplaces

The end-of-year function is often the one event a whole team remembers. In New Zealand it also lands in the busiest weeks of the year for venues, caterers and entertainers, so the teams that plan early get the best choice. This checklist takes you from the first conversation to the morning after.

Two to three months before

• Agree the budget with whoever signs it off. Decide whether it's a total figure or an amount per person, and whether partners are invited.
• Pick a date. Late November and the first two weeks of December book out first. A Thursday, a lunchtime, or an early-December weeknight is usually easier to secure than a Friday night.
• Ask the team what they'd enjoy: a long lunch, an evening function, an activity or a family day. A two-question poll is enough.
• Choose the style: at the office, at a venue, outdoors, or an activity followed by food.
• Count heads. Include contractors and part-timers you want there, and decide on partners and children early: it changes the venue size and the menu.

Six to eight weeks before

• Book the venue, or confirm the office space and any hire gear you'll need. Ask about capacity for your format (seated or standing), what's included, and when you can set up and must be out. Our venue checklist covers the rest.
• Get catering quotes. Share guest numbers, the format (canapés, buffet, plated or food trucks) and dietary needs up front so the quotes are comparable. See caterers and food trucks.
• Book entertainment if you want it: a DJ, a band, a quiz host or a photo booth. Check what they need from the venue, such as power and space. See bands, DJs and entertainers.
• Sound and lighting: if there will be speeches or awards, make sure there's a microphone and speaker that everyone can hear. See sound, lighting and AV hire.
• Send a save-the-date to the team.

Three to four weeks before

• Send invitations with the date, start and finish times, address, dress code and an RSVP date.
• Collect dietary requirements and allergies with the RSVPs, and pass them to the caterer in one list.
• Plan the running order: arrivals, food, speeches, any awards, entertainment and finish time. Keep speeches short and early, before energy drops.
• Plan decorations or styling, if the venue isn't already festive. See stage setup and styling.
• Plan transport home. Book a shuttle or arrange taxis or rideshare, especially for venues outside town. See transport and logistics.

Drinks and looking after people

It's still a work event, and the people organising it are the hosts. A few simple steps go a long way:

• Serve plenty of food, and keep it coming while alcohol is served.
• Offer good non-alcoholic options, not just water and fizzy drinks.
• Consider a drinks limit such as a bar tab with a cap, or drinks tickets.
• Make sure everyone has a way home, and nominate a couple of people to keep an eye on things.
• If alcohol will be sold at a venue that isn't licensed, a special licence may be needed from your local council. A licensed venue or caterer handles this for you, so ask them.

Budget and tax

Set aside about 10% of the budget for the unexpected: extra guests, a last-minute hire item, or a longer bar tab. When comparing quotes, check whether prices include GST.

For tax, Inland Revenue treats food and drink at social events such as staff parties as entertainment expenses, which are generally 50% deductible. The rules have exceptions, so check Inland Revenue's guide to entertainment expenses or ask your accountant.

The week before

• Confirm final numbers with the venue and caterer (they usually need these a few days ahead).
• Reconfirm every booking: arrival times, contacts on the day, and payment terms.
• Share the details with the team again: address, parking or public transport, finish time and transport home.
• Prepare speeches and any awards or gifts.

On the day and after

• Arrive early to meet vendors and check the setup.
• Keep a list of vendor contacts on your phone.
• Afterwards, thank the team and the vendors, and note what worked for next year. A quick survey helps.

Getting quotes without the phone calls

On Event Nest you describe the event once (date, place, guest numbers and what you need) and local vendors send you quotes to compare. It's free, and you only talk to the vendors you choose.