The corporate Christmas party is often the most anticipated event on the company calendar, and getting it right requires careful planning across venue, catering, entertainment, and any awards or recognition segments. This run sheet template gives your events team a clear roadmap from venue bump-in through to the final taxi departures, ensuring the night feels effortless for employees while keeping your event team calmly in control behind the scenes.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 12:00 | Venue decoration and theming setup | Decorator | Function Room |
| 14:00 | AV and DJ equipment setup | AV Team | Stage / DJ Booth |
| 15:30 | Bar setup and stock check | Venue Staff | Bar Area |
| 16:00 | Catering team arrives and prep begins | Catering | Kitchen |
| 17:00 | Photo booth setup and prop placement | Photographer | Foyer |
| 17:30 | Staff event briefing | Event Manager | Green Room |
| 18:30 | Guest arrival and welcome drinks | Venue Staff | Foyer |
| 19:15 | Guests move to dining room, seated | MC | Function Room |
| 19:30 | Welcome address by CEO | MC | Stage |
| 19:45 | Entree service | Catering | Function Room |
| 20:15 | Year-in-review video / highlight reel | AV Team | Stage |
| 20:30 | Main course service | Catering | Function Room |
| 21:15 | Employee recognition and awards | MC | Stage |
| 21:45 | Dessert service and Christmas cake | Catering | Function Room |
| 22:15 | DJ set begins — dance floor open | Entertainment | Dance Floor |
| 23:30 | Last drinks call | Venue Staff | Bar Area |
| 00:00 | Event close and transport arrangements | Event Manager | Foyer |
Set clear behaviour expectations in advance via a company communication to ensure the event remains inclusive and professional for all employees.
Arrange safe transport options (taxi vouchers, rideshare codes, or shuttle buses) and communicate these to all attendees before the event.
Confirm dietary requirements for all guests via RSVP and brief the head chef at least one week before the event.
If presenting employee awards, confirm winner names, correct spelling, and trophy/certificate production at least two weeks in advance.
Assign a dedicated point of contact for all vendors on the night with a working mobile number on every run sheet copy.
Most corporate Christmas parties run from 6:30 pm to midnight on a Friday or Saturday night. Starting earlier (6:00 pm) can work for mid-week events on a school night when guests may need to leave earlier.
A light touch works best. A brief welcome from the CEO, a short year-in-review moment, and any recognition awards are usually enough. Keep the formal segment under 30 minutes so the night feels celebratory rather than like a work meeting.
Collect dietary requirements during RSVPs, share a consolidated list with your catering manager at least one week out, and arrange for dietary cards or clearly labelled plates at each place setting. Confirm the process with front-of-house staff at the pre-event briefing.
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View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.