How to plan a staff Christmas party: a practical guide for school business managers

Why is planning a staff Christmas party important?

A staff Christmas party can be a welcome opportunity for colleagues to spend time together away from the usual pressures of the school day. However, organising one can quickly become another substantial task for a school business manager or office team, especially towards the end of a busy autumn term.

Good planning is about more than simply finding a venue. You need to consider the budget, school or trust spending rules, accessibility, dietary requirements, transport, attendance, timings and how inclusive the event feels for colleagues who may not celebrate Christmas.

It is also worth remembering that a staff party should feel optional and welcoming. Some colleagues may prefer a quieter end-of-term get-together, may not drink alcohol or may have caring responsibilities that make an evening event difficult.

The good news is that a straightforward plan can keep everything manageable. Here are nine practical steps to help you organise your school staff Christmas party from start to finish.

Step 1: How early should you start planning a staff Christmas party?

Start as early as you reasonably can.

December is a busy time for restaurants, hotels, function rooms and other event venues, so leaving arrangements until the last minute can limit both your choices and your budget.

Begin by making a simple list of everything you need to organise and give each task a deadline. A wall planner, one of your school diaries or a notebook can help you keep track of bookings, supplier deadlines and responses from staff.

Your early planning list might include:

• Budget approval
• Possible dates
• Estimated attendance
• Venue options
• Catering
• Dietary requirements
• Transport
• Entertainment
• Christmas decorations
• Invitations
• Final supplier confirmations

Starting early also gives you more time to involve colleagues rather than having to make every decision yourself.

Step 2: How should schools set a budget for a staff Christmas party?

Agree the budget before making bookings.

The amount available will influence almost every other decision, including the venue, food, entertainment, transport and whether colleagues or plus-ones are expected to contribute.

For schools, it is particularly important to check your own financial policies and delegated spending arrangements before committing any money. Academy trusts must demonstrate propriety and value for money when using public funds. The current Department for Education Academy Trust Handbook also states that trust funds must not be used to purchase alcohol for consumption, except for religious services; the same rule remains in the 2026 handbook taking effect on 1 October 2026.

If alcohol will be available, make sure you are clear about how it will be funded and what your school or trust policies allow.

HMRC also has separate rules covering annual staff social functions. An annual event that is open to employees generally and costs £150 or less per person may qualify for a tax exemption. However, the £150 figure is an exemption rather than a spending allowance, so schools should still follow their own financial controls and funding rules.

Keep a small contingency within your budget too. Unexpected charges, changes in attendance or last-minute transport arrangements can otherwise cause problems.

Step 3: What date and type of Christmas party will work best?

Rather than automatically choosing a Friday evening, think about what will work for your staff.

For a smaller team, a quick poll with two or three potential dates can help identify the option that allows the most people to attend. Larger schools may need to make the decision centrally, particularly where venue availability is limited.

You should also decide whether you are organising:

• An evening Christmas party
• An after-school meal
• A daytime end-of-term get-together
• A meal at a local restaurant
• A shared Christmas party with other organisations
• An event held within school

Think about staff with caring responsibilities, colleagues who rely on public transport and those who may prefer not to attend an event focused heavily on alcohol.

Once you have a likely date, send a save-the-date message even if every detail has not yet been confirmed.

Step 4: How do you choose the right venue?

Once you know your likely date and attendance, start comparing venues.

Capacity is important, but it should not be the only consideration. Look at:

• Accessibility
• Location
• Public transport
• Parking
• Catering options
• Private or shared spaces
• Cancellation terms
• Start and finish times
• What is included in the package
• Whether decorations can be added
• Any restrictions on outside suppliers

Ask for a full breakdown of costs before confirming the booking. A package that initially looks more expensive may include catering, tableware, staffing, cleaning and entertainment that you would otherwise need to arrange separately.

If you are holding the event at school, consider who will be responsible for setting up, serving refreshments and clearing away afterwards. Check that you have enough catering supplies, paper plates, cups, serving trays, bin bags and cleaning supplies before the day.

Step 5: What should you consider when arranging food and drink?

Food is often one of the biggest parts of the budget, so decide what style best suits the event.

Options might include:

• A sit-down meal
• A buffet
• Finger food
• Afternoon tea
• Festive refreshments
• Food supplied by an external caterer

Ask staff about dietary requirements and allergies well in advance and give the venue or caterer accurate information. Avoid making assumptions about what colleagues can or cannot eat.

Make sure there is also a good choice of non-alcoholic drinks. Providing appealing alcohol-free options helps create a more inclusive event for colleagues who are driving, do not drink alcohol or simply do not want to drink.

If the event is being held in school, think through practical items such as tableware, cups and food-serving equipment as well as the food itself.

Step 6: How will everyone get to and from the party safely?

Transport can easily be overlooked until the final few days.

Check the public transport available around the venue and find out whether there is suitable parking nearby. For larger groups, you might investigate the cost of a coach or minibus. For smaller teams, staff may prefer to arrange taxis or share transport.

Be particularly careful about combining driving and alcohol. GOV.UK advises that it is impossible to say exactly how many drinks will keep somebody below the legal drink-drive limit because alcohol affects people differently. The Highway Code advises drivers that the safest option is not to drink at all when planning to drive.

Include useful transport information in the invitation so colleagues can make their arrangements before the event.

Step 7: What should be included in your Christmas party itinerary?

A simple itinerary can make the event much easier to manage.

It does not need to be complicated. Include the information that you or anyone helping with the organisation may need during the event.

For example:

• Venue address
• Start and finish times
• Supplier arrival times
• Meal timings
• Entertainment timings
• Speeches or presentations
• Contact details for the venue
• Contact details for key suppliers
• Responsibilities for anyone helping to organise
• Transport arrangements
• Any accessibility arrangements

Keep unnecessary personal information out of copies that will be widely shared. If your organiser’s version contains personal phone numbers or other information, keep it secure rather than leaving copies around the venue.

A notebook, folder or piece of stationery dedicated to the event can also be useful for keeping confirmations and last-minute notes together.

Step 8: What information should go in the staff Christmas party invitation?

Once everything is confirmed, send a full invitation.

Make it easy for staff to find all the essential information without searching through several emails.

Include:

• When: the date, start time and expected finish time
• Where: the venue name and full address
• Dress code: if there is one
• Transport: parking and public transport information
• Food: how to submit dietary requirements
• RSVP: the deadline for confirming attendance
• Guests: whether plus-ones are included
• Accessibility: who to contact about individual requirements

You can create printed invitations using card, paper, pens and other stationery, or simply send a clear digital invitation.

Where appropriate, remind everyone that normal expectations around respectful behaviour still apply. GOV.UK confirms that harassment connected to protected characteristics is unlawful under the Equality Act 2010, so school policies on dignity, conduct and respectful behaviour remain relevant at staff social events.

Step 9: What should you do on the day of the party?

Arrive early enough to check that everything is ready before your colleagues arrive.

Confirm the seating, food arrangements, accessibility requirements and supplier timings. If you are responsible for decorations, make sure the Christmas decorations are safely positioned and do not obstruct exits or walkways.

If the event is taking place at school, have practical essentials ready, including a first aid kit, hand sanitiser, bin bags and any additional cleaning supplies needed for the end of the event.

If several people are helping, spend five minutes reviewing responsibilities before the party begins. Make sure everyone knows who is dealing with the venue, suppliers and any unexpected problems.

Then keep your itinerary somewhere accessible and enjoy the event yourself. You have organised it for the staff team, and that includes you.

What are the most common staff Christmas party planning mistakes?

Most Christmas party problems are caused by small details being left until too late.

Common mistakes include:

• Booking the venue too late
• Spending money before checking the available budget and school policies
• Assuming everyone wants an evening event
• Forgetting accessibility or dietary requirements
• Making alcohol the main focus of the event
• Failing to confirm final numbers with the venue
• Forgetting transport arrangements
• Sending important information across several different emails
• Having no contingency for cancellations or additional costs
• Leaving the clean-up arrangements until the end of the evening

A written checklist makes these issues much easier to avoid.

How can schools make a Christmas party more inclusive?

Start by giving staff a genuine choice about whether they attend and avoid assuming everyone celebrates Christmas in the same way.

Consider the timing, accessibility, food, alcohol-free choices, dress expectations and cost to individual staff members. A lunchtime meal or informal end-of-term gathering may suit some teams better than a late-night party.

If you are inviting plus-ones, make the arrangements clear and consistent. Likewise, if staff are expected to pay towards their place, communicate the amount before asking them to commit.

The aim should be to bring colleagues together rather than create another obligation at the end of a busy term.

How does GLS support schools with Christmas event planning?

GLS understands that school business managers are often organising events alongside budgets, procurement, facilities and the everyday demands of keeping a school running.

While the venue and catering may come from external suppliers, many of the smaller practical items can already form part of your usual school ordering. GLS provides school diaries, wall planners, stationery and pens for organising arrangements, alongside catering supplies, tableware and staffroom essentials for events held on site. Schools can also find cleaning supplies and first aid supplies for practical preparation and clearing up afterwards.

Keeping these everyday essentials organised helps remove a few jobs from an already busy end-of-term checklist.

That practical understanding is at the heart of GLS: Schools. We get you.

Conclusion

Planning a staff Christmas party does not need to become another end-of-term headache. Start early, keep your budget and school policies in mind, communicate clearly and think about what will make the event comfortable and enjoyable for the whole team.

Prepare for the practical details, ask for help where you need it and, when the day arrives, remember to enjoy the party too.