Christmas Party Planning Checklist for 2026

Every year the same thing happens. Someone says “we should do something for Christmas”, the weeks slip by, and by the time the invitations go out the best dates have gone. If you are organising a party this year, the first week or two of October is a good time to start.

This checklist works for a work do, a family get-together or a gathering of friends.

Why it pays to start now

Square Meal, the restaurant booking guide, says in its Christmas party trends for 2026 that bookings are getting earlier each year as companies plan ahead for the widest choice of venues and dates. It also describes September as the busiest month for booking.

If you have not yet picked a date, you are not far behind, but there is little reason to wait any longer. A week or so spent on the basics now saves a scramble in November.

Step one: dates, numbers and budget

Before you contact any venue, settle three things.

• Two or three possible dates. Midweek evenings and daytime slots are often easier to arrange than the final Friday before Christmas.
• A rough headcount. An estimate is fine at this stage; you can confirm names closer to the time.
• A budget per head. Decide what you are comfortable spending, and whether the organiser, the guests or the company is paying.

Square Meal also points out that a fixed-price menu makes budgeting easier and can feel like a family meal. That is worth bearing in mind if you are collecting money from a group.

Step two: choose the right space

The room matters as much as the food. A party that is too big for its space feels flat, and one that is too small is uncomfortable.

At The Jester Country Inn we have the Garden Suite for larger groups, the Odsey Meeting Room, which seats 24, and a conservatory that can be hired for small functions. You can read more about the options on our functions page.

Think about how the evening will flow:

1. Where will guests arrive and hang up coats?
2. Is there room to stand and chat before sitting down?
3. Will you want speeches, a small raffle or music?

If anyone is travelling from London, it helps that we are 250 yards from Ashwell and Morden station, about an hour from London Kings Cross. See how to find us for directions by car or rail.

Step three: food and drink for everyone

Keep the menu simple enough that the kitchen can serve the whole group at once. Ask for dietary needs early, ideally when you send the invitation, and pass them on to the venue well before the day.

Drinks deserve the same attention. The Morning Advertiser, reporting on trade data for pubs, said no and low alcohol drinks were up 30 per cent over the 2025 festive period, and quoted a Heineken UK survey in which nearly a third of consumers said they had left a venue early or been disappointed because of a lack of no and low options.

In practice, that means:

• Ask whether the bar stocks decent alcohol-free beers and spirits.
• Offer something better than squash for drivers and non-drinkers.
• Agree an end time, so that people can plan their journeys home.

You can browse the current food offering on our menu.

Step four: stay over

If your party runs late, a bedroom is easier than a taxi. We have eleven en-suite bedrooms, so guests who would rather not travel home can book a room. See our accommodation page for details, and ask about booking direct.

Questions to ask any venue

Before you commit, ask a few practical questions. They will help you compare options fairly and avoid surprises.

• What is the latest the party can run?
• Is there a deposit, and when is the balance due?
• What is the last date for changing numbers or menu choices?
• Can the room be set up in a particular way?
• Is there parking, or a station nearby?

Write down the answers and share them with anyone who is helping you organise.

A simple timeline

• Now: pick dates, set a budget, contact venues.
• Early November: confirm the date, numbers and menu choices.
• Two weeks before: send final names, dietary needs and any seating plan.
• The week of the party: confirm timings, arrival and any music or speeches.

Ready to ask about a date?

If you would like to talk through dates, rooms or numbers, get in touch with us and we will be glad to help.