Planning a corporate party: checklist and timeline
A step-by-step guide to planning a kickoff, Christmas dinner or summer party — with budget per head, a timeline and a practical checklist.
Planning a corporate party is less about inspiration and more about logistics: the right venue, food that suits everyone, a schedule that holds, and a budget signed off by your manager. This guide gives you the framework, a realistic timeline and a per-head price overview — whether it is a spring kickoff, a Christmas dinner or a summer party.
- SEK 500–1,500
- Typical budget per head
- 8–10 weeks
- Book venue and catering this far ahead
- 4 phases
- From booking to party day
- Dec & June
- Peak season — book earliest
Set the framework
Before you start ringing venues, four things need to be settled. They drive almost everything else and save you from backtracking later.
- Budget per head: divide the total budget by the number of guests — it makes comparing quotes easy and lets you say yes or no on the spot.
- Guest count: get a provisional number early, including any plus-ones and consultants, so the venue is big enough.
- Date: lock a date (and a backup) before booking anything else — popular Fridays in December and June go first.
- Purpose: a kickoff meant to build the team needs a different setup than a Christmas dinner that is mainly about being cosy — decide the tone before you choose the activity.
Timeline
Count backwards from the party date. This order makes sure the hardest-to-book vendors are secured first.
- 8–10 weeks beforeBook the hard-to-book
- Book the venue — sells out fastest and shapes the rest of the evening
- Book catering
- Lock the date and a backup date
- 4–6 weeks beforeEntertainment and invitation
- Book entertainment or music
- Arrange transport and the journey home
- Send the invitation with a way to flag allergies and food choices
- 1–2 weeks beforeLock the details
- Collect the final headcount
- Lock the menu
- Write a run sheet with times for arrival, food, speeches and entertainment
- The week beforeConfirm everything
- Confirm with each vendor
- Check the allergy list with the kitchen
- Share the run sheet with whoever is hosting the evening
Budget per head
| Format | Price per head | What it includes |
|---|---|---|
| Simple after-work | SEK 300–600 | Light bites, a couple of drinks, a simple venue or a booked section of a restaurant |
| Seated dinner | SEK 700–1,200 | Three courses, a drinks package, a booked venue and table service |
| Full evening with entertainment | SEK 1,300–2,500 | Dinner, drinks, a DJ or live band, longer venue hire and sometimes transport |
Compare party venues and event floors, see prices and contact them directly.
Find venues for corporate parties →Find caterers who handle allergies and large groups.
Compare event catering →Frequently asked questions
- How far in advance should we start planning?
- Start 8–10 weeks ahead for a standard party, and earlier for Christmas dinners and summer parties — the most popular Fridays in December and June are often booked out several months in advance.
- How much should we budget per head?
- Reckon on SEK 300–600 for a simple after-work, SEK 700–1,200 for a seated dinner, and SEK 1,300 and up for a full evening with entertainment and transport.
- How do we handle allergies and special diets?
- Ask about allergies and food choices in the invitation, compile the list one to two weeks before, and confirm it directly with the kitchen before the menu is locked.
