Staff party checklist: what to arrange and when

A staff party runs smoothly when the practical details are settled before the day itself. Start by confirming the date, venue and guest list, then use registrations to set the final headcount before ordering catering. Dietary requirements, the program, music and activity materials need clear owners and deadlines. In the final week, check tableware, furniture, decorations and presentation equipment rather than assuming the venue has everything ready.

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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

Confirm date and location
2 people
Confirm reservation
Compile the guest list
2 people
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Follow up on registrations
Determine the final number
2 people
Order catering
2 people
Coordinate the music
Choose activities
2 people
Collect game materials
2 people
Order decorations
Check the menu
2 people
Inform the caterer of allergies
Create the program
2 people
Create role assignments
2 people
Make name badges
2 people
Make welcome sign
Put together playlist
Check the presentation
2 people
Print the game rules
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Confirm catering time
Pick up venue keys
Inspect venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
3 people
Set up the bar
2 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Hang decorations
3 people
Set up lighting
2 people
Connect the music
2 people
Set up presentations
2 people
Set out name badges
Check toilets

Event

Staff the welcome desk
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Announce the program
Lead team activity
3 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
3 people
Restock the buffet
2 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Guide the photo moment
Support awards ceremony
2 people
Coordinate music and dancing
2 people
Clear tables during the event
2 people
Empty trash bins
See off guests
2 people

Aftercare

Lock away food and drinks
2 people
Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Collect glasses
2 people
Sort waste
2 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Clean the restrooms
2 people
Pack leftover food
2 people
Collect rental equipment
2 people
Return rental items
2 people
Hand over the venue
2 people
Keep lost and found items
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

Set a registration deadline at least 10 days before the party. Follow up with non-responders, then give the caterer one final guest count and all allergy information.
Create the program before assigning roles. Include arrival, welcome, food, activities and closing times, and give each task to one named person rather than a group.
Check the venue’s furniture and serving equipment at least 7 days ahead. Confirm tables, chairs, buffet tables, waste bins, plates, glasses, cutlery and serving trays instead of relying on verbal assumptions.
Prepare name badges and the welcome sign no later than the day before. Keep spare badges and a set of pens at the registration or welcome point.
Test the laptop, Bluetooth speakers, microphone and microphone stand at the venue 2–3 hours before guests arrive. Open the presentation and playlist in advance and keep a backup copy available.

Frequently asked questions

How far in advance should I plan a staff party?: Confirm the date and location at least 6–8 weeks ahead, especially if the venue or catering needs a reservation. Send invitations once the main details are fixed, then close registrations about 10 days before the event.
When should I order catering for a staff party?: Order catering after the registration deadline, usually 7–10 days before the party. Send the final number together with dietary requirements and allergies, then check the menu again 2–3 days before delivery.
How many people should be included in the final guest count?: Use the number of confirmed registrations at the deadline, not the number of invitations sent. Add only the extra people the caterer has approved, and send one final confirmed total rather than changing it repeatedly.
When should I set up a staff party venue?: Allow at least 2–3 hours for setup when the room needs furniture, decorations, buffet tables and technical equipment. Finish the sound, presentation and welcome area before the first guests arrive.

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