The Company Holiday Party Checklist Verde Valley Businesses Actually Need
Planning the office holiday party usually lands on one person’s desk on top of their real job. This checklist breaks the whole thing into weekly steps so nothing gets missed and nothing gets rushed. If you’re reading this in October, you’re right on time.
Still deciding on a venue? Start with our guide to holiday party venue rental in Cottonwood, AZ, then come back here to plan the rest.
When Should You Start Planning a Company Holiday Party?
Start 8 to 10 weeks before the event. For a party in early or mid December, that means early October. The venue is the first thing to lock in, because prime Friday and Saturday dates in December are the first to book up. Everything else (catering, entertainment, invitations) depends on having a confirmed date and location.
8 to 10 Weeks Out: Set the Foundation
- Set the budget. Decide on a total number and a rough per-person amount before you call anyone.
- Get a headcount estimate. Will spouses and partners be invited? Clients? This changes your venue and catering needs more than anything else.
- Pick two or three possible dates. Weeknights in December are easier to book and often easier for staff with weekend family plans.
- Book the venue. Confirm your date, rental hours (include setup and cleanup time), and pay the deposit to hold it.
6 to 8 Weeks Out: Lock In Vendors
- Book catering. Decide between a plated dinner, buffet, or heavy appetizers for a mingling-style party.
- Arrange bar service. Hire a licensed bartending service rather than running an open cooler. It’s safer and keeps staff from playing bartender.
- Choose entertainment. A DJ, a playlist and speaker, a photo booth, or games like a white elephant gift exchange.
- Send a save-the-date. A quick email or calendar hold so people protect the evening.
4 to 6 Weeks Out: Plan the Night
- Send formal invitations with an RSVP deadline and a note on dietary needs.
- Sketch the run of show. Arrival and drinks, dinner, a short thank-you or awards moment, then open time to celebrate.
- Plan any recognition. Employee awards or a year-in-review slideshow should be short. Ten minutes is plenty.
- Order decor and favors if you’re using them.
2 Weeks Out: Confirm Everything
- Close RSVPs and send final headcount to your caterer.
- Confirm arrival times with every vendor.
- Plan safe rides home. Share local rideshare and taxi options, or consider covering rides for staff.
- Assign a point person for the night so the organizer can enjoy the party too.
Event Day
- Arrive early for setup and vendor check-in.
- Do a quick walkthrough of the layout, music, and any A/V for speeches or slideshows.
- Build in time at the end for cleanup and vendor load-out within your rental window.
Frequently Asked Questions
What’s the best day of the week for a company holiday party?
Friday and Saturday nights are most popular, which is why they book first. Thursday evenings are a strong alternative: easier to book, and staff can still enjoy themselves before the weekend.
How long should a company holiday party last?
Most run 3 to 4 hours. When you book, add time before and after for setup and cleanup so your vendors aren’t rushed.
How much does it cost to rent Connection Room for a company party?
Rental is $150 per hour plus a 20% service fee. A 50% deposit reserves your date, with the remaining balance due 45 days before your event. Some high-demand dates may require full, non-refundable payment upfront, and a $100 refundable key deposit is part of the standard booking process. See our full event space pricing guide for examples.
Can we bring our own caterer and bar service?
Yes. Outside catering and beverage vendors are welcome, so you can work with the local vendors your team already loves.
Book Your Company Holiday Party
The first step on this checklist is the one that can’t wait. Send us your preferred date, rental hours, and estimated headcount, and we’ll confirm availability in Old Town Cottonwood.
📍 637 N. Main St. Suite 2B, Cottonwood, AZ 86326
📞 (928) 456-6200
📧 info@connectionroom.org
