The office party planning checklist
Everything to do from six weeks out to the thank-you note, in one simple list. Made for office managers, HR teams and anyone who got volunteered to plan the party.
- Week-by-week timeline
- Space, access and dietary-needs reminders
- A copy-and-paste invite
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Here it is right now, too:
4–6 weeks before
- Pick your date and a time window (mornings and lunch are popular).
- Set a rough headcount and budget.
- Check your space: indoors or outdoors, building access, parking and any rules for outside vendors.
- Book your caterer and any rentals early, especially for spring and summer.
- Send a calendar hold so people protect the time.
2 weeks before
- Send the invite with the why: celebration, thank-you or kickoff.
- Ask about allergies and dietary needs in the RSVP.
- Plan the layout: where the food goes, where people gather, where trash and recycling go.
- Pick a point person for vendors on the day.
- If it’s outdoors, plan for shade and a rain backup.
The week of
- Confirm the final headcount with your caterer.
- Share parking, loading and building access details.
- Send a reminder with the time and location.
- Plan a short welcome or thank-you moment (two minutes is plenty).
On the day
- Meet vendors at the agreed time and show them where to set up.
- Take photos for Slack, LinkedIn or the company newsletter.
- Keep the welcome short and let people enjoy themselves.
After the event
- Send a thank-you note with the best photos.
- Ask for quick feedback while it’s fresh.
- Save your vendor contacts and notes for next time.
What’s inside
4–6 weeks before
Pick your date and a time window (mornings and lunch are popular). Plus 4 more.
2 weeks before
Send the invite with the why: celebration, thank-you or kickoff. Plus 4 more.
The week of
Confirm the final headcount with your caterer. Plus 3 more.
On the day
Meet vendors at the agreed time and show them where to set up. Plus 2 more.
After the event
Send a thank-you note with the best photos. Plus 2 more.
Plan your event
Free tools to help you plan, then one form to book.