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Office Party Planning Checklist Template

Office

This is for Office Admins to use when planning holiday parties.

Project Planning

Planning Checklist

  • Create a shared planning spreadsheet for the event.
  • Create a budget
  • Schedule and hold a brainstorming meeting for the event.
  • Research ideas.
  • Create milestone list
  • Choose a date.

Place

Place Checklist

  • Research Venue Options
  • Reach out for quotes..
  • Place holds on your dates
  • Book the top choice and cancel other holds.
  • Sign contract and send deposit.

Upload any documentation for this here.

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User will upload a file

People

Invitations

  • Create an invite list.
  • Make a distribution list for any invite emails.
  • Send calendar invites to all who are invited.
  • Follow up with anyone who does not RSVP.
  • Estimate headcount.

Food

Catering

  • Research Caterers
  • Reach out for quotes.
  • Sign contract and send deposit.
  • Check if attendees have food allergies.

Upload any documentation for this here:

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User will upload a file

Entertainment

Entertainment Checklist

  • Research Entertainment
  • Gather quotes
  • Book entertainment
  • Purchase decorations if needed.

Upload documentation for this here:

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User will upload a file

Week of

Week of Checklist:

  • Send Reminder emails to Attendees
  • Follow-up with Vendors for confirmation.
  • Create list of tasks for day of party.

After the Party

After the Party Checklist:

  • Make Final Payments
  • Scan Receipts and Invoices and submit them to accounting.
  • Add photos and videos of the party to shared drive.