Vendoir Christmas Event Planning Checklist for Businesses

This checklist is designed to help companies plan smooth, engaging, and stress-free Christmas events for their teams, clients, or partners – using Vendoir to find, book, and manage trusted suppliers along the way.

1. Event Strategy & Planning (6–8 Weeks Before)

Define the purpose of your event, such as team celebration, client appreciation, networking, or brand activation.
Set a clear budget, including venue, suppliers, entertainment, transport, and a contingency buffer.
Decide on the event type: Office Party, Dinner, Themed Celebration, Charity Event, or Gala Night.
Assign an internal event lead or committee with clear responsibilities.
Choose potential dates and send “Save the Date” messages.
Use Vendoir to shortlist venues and suppliers such as DJ, caterer, photographer, decorator, MC, and videographer.

2. Venue & Supplier Booking (5–6 Weeks Before)

Finalise your venue and confirm capacity, parking, accessibility, and deposit terms.
Book essential suppliers via Vendoir, including DJ or band, caterer, photographer, decorator, and MC.
Request all supplier contracts and confirm payment schedules and key dates.
Add all bookings to your Vendoir dashboard to track timelines, payments, and contacts.

3. Theme & Branding

Choose a theme aligned with your company culture, for example Winter Wonderland, Casino Night, or Festive Formal.
Ensure décor, music, and catering all align with your chosen theme.
Incorporate company branding through logos, colours, signage, and digital screens.
Prepare branded gifts, props, or photo booth backdrops for a memorable touch.

4. Guest Experience & Engagement

Send official invitations via email or Vendoir digital invites.
Collect RSVPs and record dietary requirements and accessibility needs.
Plan a structured agenda, including welcome drinks, dinner, awards, speeches, and entertainment.
Create opportunities for team interaction, such as games, awards, shoutouts, or team activities.
Hire a professional host or MC to keep the event running smoothly.
Set up a photo or video booth to capture content for social media and internal comms.

5. Logistics & Operations

Assign internal team members to manage check-in, supplier coordination, and emergencies.
Confirm all equipment needs, including sound systems, projectors, microphones, and lighting.
Arrange transportation if required, such as minibuses, taxis, or parking passes.
Prepare contingency plans for supplier cancellations, delays, or last-minute changes.
Ensure all suppliers are insured and have verified credentials through Vendoir.

6. Budget Management

Track all spending in a shared spreadsheet or finance app.
Confirm deposit amounts, payment milestones, and final balance dates.
Review all receipts and invoices for internal accounting and approvals.
Compare actual spend against the planned budget once the event is complete.

7. Post-Event Follow-Up

Send thank-you notes or small gifts to attendees, speakers, and key suppliers.
Share event photos and videos internally and on your company social media channels.
Collect staff feedback on what worked well and what could be improved.
Post reviews for your Vendoir suppliers to support their future bookings.
Archive all vendor contacts and event details for future company events.
Start planning early for your next company celebration or New Year event.

Pro Tip

Vendoir helps businesses manage everything in one place – from finding verified suppliers to tracking payments and availability – so your company Christmas party runs without a hitch.

vendoir christmas event planning checklist for businesses