Because a smooth event starts long before the first drink is poured.
The end of the year always sneaks up faster than we expect, and so does the company Christmas party. Whether you’re planning a relaxed cocktail celebration, a formal awards night or a festive long lunch by the marina, the key to pulling it off stress-free is simple: plan early, plan smart, and plan with the right team by your side.
Here’s your complete checklist, curated by the Wharf Events team, to help you organise an end-of-year function that runs seamlessly and feels effortlessly memorable.
1. Lock In Your Dates & Venue
The first (and most important) step. December fills up fast, and prime dates at top venues are often booked months in advance.
Secure your venue early, even if your guest numbers aren’t finalised. At Wharf Events, our flexible layouts mean we can easily adjust as your RSVPs roll in.
2. Confirm Your Guest List & Budget
Your guest numbers determine almost everything, from catering and bar packages to seating plans and entertainment.
Decide early whether your event is all-staff, department-only, or client-inclusive. Then allocate a clear per-head budget that includes food, drinks, styling, and AV.
3. Choose Your Format
Do you want a sit-down lunch with speeches, or a cocktail party that flows into the night?
The Wharf Events team can help you decide which format best suits your goals. Cocktail events encourage mingling, while seated functions create structure for presentations or awards.
4. Build Your Menu
Good food is the heartbeat of a great event. Choose from roaming canapés and grazing stations for a social atmosphere, shared feasts for a relaxed, communal vibe, or plated multi-course meals for an elegant, sit-down experience.
5. Don’t Forget the Drinks
From arrival bubbles to curated cocktails, your drinks package sets the tone. Consider timing, do you want a two-hour afternoon session or an all-evening celebration? We’ll help you find the perfect balance between quality and flow.
6. Plan Your Entertainment & AV
Even the best event can lose momentum without the right soundtrack or presentation setup. Wharf Events comes fully equipped with an in-house AV system, so whether you need a wireless mic for speeches, a DJ setup, or a looping presentations screen, it’s all ready to go.
7. Add Styling & Personal Touches
It’s the details that make an event feel polished. From branded signage to coastal florals or custom menus, our styling partners can help you create a cohesive look that fits your company’s brand or theme.
8. Communicate with Your Guests
Once the details are locked in, it’s time to build anticipation. Send digital invites early, include RSVP and dietary info fields, and follow up with a friendly reminder a week before the event with key timings and transport tips.
9. Capture the Memories
Don’t let your event disappear when the lights go out. Consider hiring a photographer or content creator to capture moments you can share internally or across your social channels (and for next year’s highlights reel!).
10. Celebrate, You’ve Earned It
Once the planning’s done, it’s time to relax and enjoy the night. Our team will handle a lot of the logistics so you can actually join the party. Here at Wharf Events, we believe the organiser deserves to celebrate too!
Ready to Start Planning?
Let’s make this year’s function one to remember, not just another date on the calendar.
Enquire now to secure your preferred date.
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