How to organise a staff party without last-minute chaos

Start by fixing the date and location, then build the guest list and send invitations early enough to collect registrations and dietary requirements. Once you have a reliable headcount, order catering and check that the room has enough tables, chairs, glassware and waste bins. Finish the programme, music, activities and role assignments before preparing name badges, signage and presentation materials. This order prevents the most common problems: missing allergy information, late catering changes and equipment that is unavailable on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Confirm reservation
3
Compile the guest list
2 people
4
Draft invitations
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Follow up on registrations
9
Determine the final number
2 people
10
Order catering
2 people
11
Coordinate the music
12
Choose activities
2 people
13
Collect game materials
2 people
14
Order decorations
15
Check the menu
2 people
16
Inform the caterer of allergies
17
Create the program
2 people
18
Create role assignments
2 people
19
Make name badges
2 people
20
Make welcome sign
21
Put together playlist
22
Check the presentation
2 people
23
Print the game rules
24
Check stock
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Confirm catering time
29
Pick up venue keys
30
Inspect venue
2 people
31
Set up tables
3 people
32
Set up chairs
3 people
33
Set up buffet
3 people
34
Set up the bar
2 people
35
Set out tableware
2 people
36
Set out cutlery
2 people
37
Set out glasses
2 people
38
Hang decorations
3 people
39
Set up lighting
2 people
40
Connect the music
2 people
41
Set up presentations
2 people
42
Set out name badges
43
Check toilets

Event

44
Staff the welcome desk
2 people
45
Welcome guests
2 people
46
Serve welcome drinks
2 people
47
Serve snacks
3 people
48
Announce the program
49
Lead team activity
3 people
50
Refill drinks
2 people
51
Open the buffet
2 people
52
Serve the buffet
3 people
53
Restock the buffet
2 people
54
Serve diet meals
2 people
55
Serve coffee and tea
2 people
56
Serve dessert
2 people
57
Guide the photo moment
58
Support awards ceremony
2 people
59
Coordinate music and dancing
2 people
60
Clear tables during the event
2 people
61
Empty trash bins
62
See off guests
2 people

Aftercare

63
Lock away food and drinks
2 people
64
Switch off equipment
2 people
65
Remove decorations
3 people
66
Collect tableware
3 people
67
Collect glasses
2 people
68
Sort waste
2 people
69
Dismantle tables and chairs
4 people
70
Wash dishes
3 people
71
Clean the kitchen
2 people
72
Clean the room
3 people
73
Clean the restrooms
2 people
74
Pack leftover food
2 people
75
Collect rental equipment
2 people
76
Return rental items
2 people
77
Hand over the venue
2 people
78
Keep lost and found items
79
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Bar stoolsqty 6
Clothing rack
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Beer glassesqty 60
Coffee spoonsqty 60
Serving spoonsqty 12
Serving traysqty 6
Cutlery setsqty 60

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Table decorationsqty 8
Name badgesqty 60
Welcome sign
Photo propsqty 20
Prizesqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2

Lighting

Mood lightingqty 6
String lightsqty 4
Standing lampsqty 2
Battery lanternsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 12
Food warmersqty 4
Ice spoonsqty 2
Bottle openersqty 4
Corkscrewsqty 3
Serving traysqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Sports equipment

Team ribbonsqty 10
Conesqty 12
Task cardsqty 30

Catering

Groceries

Tips

Send invitations at least 3 weeks before the staff party and set a clear RSVP deadline. Follow up with non-responders after 7 days so the final number is not based on guesswork.
Set the catering quantity only after the RSVP deadline. Give the caterer the final headcount and every dietary requirement together, then recheck the menu 3 to 5 days before the event.
Assign one person to welcome guests, one to coordinate catering and one to handle music, activities and the presentation. Put these roles in writing and share them at least 2 days beforehand.
Test the laptop, Bluetooth speakers, microphone and microphone stand before guests arrive. Open the presentation and play the playlist from the actual setup position, rather than assuming everything will connect.
Prepare name badges, the welcome sign, game rules, prizes and decorations the day before. Also check tableware, serving utensils, glasses, cutlery, coffee supplies and waste bins before shopping for anything missing.

Frequently asked questions

How far in advance should you organise a staff party?: Confirm the date and location at least 6 weeks ahead, then send invitations around 3 weeks before the event. Keep the final week for catering confirmation, equipment checks and setup planning.
When should I order catering for a staff party?: Order catering as soon as the RSVP deadline has passed and you know the final number, usually 1 to 2 weeks before the party. Send allergy and dietary information to the caterer at the same time, then confirm the order again 3 to 5 days beforehand.
How many people should be assigned to run a staff party?: Assign at least 3 roles for a small staff party: welcome and registration, catering coordination, and programme or equipment support. For larger groups, add one helper per roughly 25 to 30 guests so one person is not handling every interruption.
What should I check the day before a staff party?: Check the guest list, dietary requirements, catering delivery, room layout, tables, chairs, tableware, decorations and waste bins. Test the presentation and audio equipment, and pack name badges, game rules, prizes and the welcome sign before the day starts.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.