Planning a company holiday party in Sacramento? Follow this simple timeline to book your venue, plan your menu, send invitations, and enjoy a memorable celebration with your team.

Planning a company holiday party should be something your team looks forward to, not something that adds another item to your to-do list.

The key to keeping the process simple is starting early. December dates can fill quickly, especially for Friday and Saturday evenings, and giving yourself enough time to choose a venue, plan the details, and send invitations will make the entire experience much easier.

Whether you’re planning an intimate team gathering or a larger company celebration, here’s a simple timeline to help you plan your Sacramento holiday party.

10 to 12 Weeks Before: Set Your Guest Count, Budget and Date

Before you start touring venues, establish the basics.

Start with an estimated guest count, a budget and a few potential dates. Having a primary date and at least one backup will give you more flexibility when looking at venues.

Friday and Saturday evenings in December tend to be popular, so don’t be afraid to consider a weekday celebration. A Monday through Thursday event can make it easier to find an available date while also giving your team a fun way to break up the workweek.

At the Pavilion at Haggin Oaks, weekday venue fees are $2,895 from Monday through Thursday, compared with $5,195 on Saturdays.

Once you have these details in place, you’re ready to start looking at venues.

8 to 10 Weeks Before: Choose Your Sacramento Holiday Party Venue

Once you have a date and guest count in mind, it’s time to book your venue.

When touring a potential venue, look beyond the room itself. Ask about capacity, what’s included with the rental, catering options, parking, event timing, deposits and cancellation policies.

You’ll also want to consider how much of the planning your venue can handle for you. Having tables, linens, staff and other essentials included can save you from coordinating with multiple vendors.

The Pavilion at Haggin Oaks offers three event spaces for groups ranging from 8 to 400+ guests. Venue rentals include tables, linens, staff and on-site parking, along with a six-hour event block. The Pavilion’s events team can also help guide you through the planning process from your initial site visit to the day of your celebration.

6 to 8 Weeks Before: Plan the Party Experience

With your venue booked, start thinking about what you want the evening to feel like.

Will it be a traditional dinner? A cocktail-style reception? Something more relaxed and interactive?

Your company holiday party doesn’t have to follow a specific formula. Consider what your team will actually enjoy. A hosted dinner, music, awards, a few words from leadership or an activity can all help make the evening feel special without overcomplicating the schedule.

The Pavilion at Haggin Oaks offers a variety of spaces that can be set up for different types of company celebrations, making it easy to create an event that fits your group.

4 to 6 Weeks Before: Send Your Invitations

Once the major details are confirmed, get your invitations out.

December calendars can fill quickly, so giving employees plenty of notice can make a big difference in attendance.

Be sure to include:

• Date and time
• Venue address
• Parking information
• Dress code, if applicable
• Whether guests or family members are invited
• RSVP deadline

For most holiday parties, setting your RSVP deadline about two weeks before the event gives you enough time to finalize your guest count and other details with the venue.

2 to 3 Weeks Before: Finalize Your Menu and Guest Count

Now it’s time to finalize the details.

Confirm your final guest count with your venue and make your menu selections. This is also the time to communicate any dietary restrictions or special accommodations.

If your company is planning awards, presentations or other parts of the program, make sure those details are coming together as well.

Your venue’s events team can help you understand when final numbers and other event details are due so you aren’t trying to figure everything out at the last minute.

The Week of the Party: Confirm the Details and Enjoy the Celebration

You’re almost there.

Confirm your event timeline with the venue, make sure any speeches, awards or presentations are ready, and send your guests a final reminder with the event details.

Then let the planning take a back seat and enjoy the evening with your team.

After all, the holiday party is about more than dinner and decorations. It’s an opportunity to bring your team together, celebrate the year’s accomplishments and enjoy time together outside of the office.

Planning a Holiday Party at the Last Minute?

Don’t worry. There’s still time to get your celebration on the calendar.

The Pavilion at Haggin Oaks hosts company holiday parties and corporate events for groups of 8 to 400+ guests across three event spaces. Whether you’re planning a smaller team gathering or a larger company celebration, the Pavilion’s events team can help you find the right space and bring the details together.

If you’re looking for a Sacramento venue for your company holiday party, schedule a complimentary site visit and see what the Pavilion at Haggin Oaks can offer your team.

Ready to start planning?

Schedule a complimentary site visit or call 916-808-0957 to check holiday party availability.