Seattle Office Holiday Party Planning Checklist: How to Plan a Festive Event

Planning your first office holiday party can feel overwhelming, especially in a vibrant city like Seattle, where options abound, and guest expectations are high. But don’t worry—whether you’re aiming for a cozy gathering or a grand celebration, we’ve got you covered with this detailed checklist. From setting a budget to choosing a venue like THE 101, this guide will help you throw an unforgettable holiday party that reflects your company’s unique style.

Define Your Budget

Estimate Total Cost: Start by calculating the total expenses for your party, including venue rental, catering, entertainment, decorations, transportation, and any miscellaneous costs.

Break Down Expenses:

• Venue: Depending on your guest list, you might choose an industrial-chic space like THE 101, known for its versatile layout and proximity to downtown Seattle.
• Catering: Seattle offers a wealth of catering options, from sustainable seafood platters to local favorites like gourmet food trucks.
• Entertainment: Allocate a portion of your budget for live music or a DJ. Consider local talent to keep the vibe distinctly Seattle.
• Decorations: Whether you’re going for minimalist elegance or full-on holiday extravagance, be sure to budget for seasonal decor that transforms the space.

Consider Contingencies: It’s always smart to set aside 10-15% of your budget for unexpected costs. This might cover last-minute decor tweaks, additional menu items, or unforeseen logistical needs.

Choose a Unique Venue

• Select the Perfect Venue: Seattle is home to many unique venues, but few offer the blend of modern amenities and historic charm found at THE 101. Our location in the heart of Pioneer Square is ideal for those who want easy access to Seattle’s iconic attractions.
• Check Availability: The holiday season is a busy time, so it’s crucial to book your venue as early as possible. Many venues, including THE 101, fill up fast, so securing your date well in advance will give you peace of mind.
• Venue Services: THE 101 offers event planning and decorations, making it easier for you to focus on other aspects of the event. Make sure to clarify what’s included in your venue rental and what might require the help of outside vendors.

Plan the Menu

• Catering Options: Consider whether you want to use a venue-recommended caterer or bring in another vendor. Seattle’s food scene is rich with options, from upscale seafood to artisanal vegan fare. Many venues, including THE 101, have a list of catering partners who are familiar with the space, ensuring smooth service on the day of the event. Don’t forget dessert!
• Dietary Requirements: Seattleites are known for their diverse dietary preferences, so make sure to ask your guests whether they need vegetarian, vegan, gluten-free, or any other options.
• Beverage Selection: Work with your beverage provider to create custom cocktails and mocktails. Craft cocktails and local brews are always a hit in Seattle, but including non-alcoholic options will offer a more inclusive experience.

Choose a Party Theme

• Popular Themes: Theme like Reindeer Games or Christmas Luau are always popular, but consider a local twist, like a “Seattle Night Lights” theme, which plays on the city’s iconic skyline.
• Unique Themes: For something different, how about a “Pacific Northwest Cozy Cabin” theme, complete with rustic decor and warm, woodsy elements? This theme would pair perfectly with THE 101, where the historic architecture can enhance the cozy, wintery feel.
• Decorations and Attire: Tailor your decorations and dress code to match your chosen theme. For example, if you’re going with a Seattle-inspired theme, incorporate local flora and fauna into your decor, and encourage guests to wear PNW-inspired attire—think flannel shirts and cozy scarves.

Entertainment and Activities

• Music and DJs: Seattle is known for its vibrant music scene, so consider hiring a local band or DJ to provide the soundtrack to your event. Alternatively, you could create a playlist of Seattle’s most famous artists to save on the budget.
• Games and Activities: Add a Seattle twist to your party games. How about a PNW trivia contest or a photo booth with props inspired by the city’s landmarks?
• Guest Engagement: Avoid a stagnant party and cultivate a timeline with a mix of speeches, award ceremonies, and other entertainment.

Invitations and RSVPs

• Send Invitations: Design your invitations to reflect the theme of your party, and send them out well in advance. Opt to use a digital platform for an eco-friendly touch which aligns perfectly with Seattle’s green ethos.
• Reminders: Send out reminders a week before the event to ensure your guests don’t forget about the party in the hustle and bustle of the holiday season.

City-Specific Recommendations

• Local Vendors: Consider partnering with Seattle-based vendors for a truly local experience. From artisan chocolates to bespoke floral arrangements, there is no shortage of local talent that can add a unique touch to your event.
• Seattle Entertainment: For entertainment, think about booking a popular local band or hiring a comedian who can provide some light-hearted fun. If your budget allows, consider an appearance by a well-known Seattle performer or a unique local act to make your event memorable.

Logistics and Transportation

• Parking and Accessibility: Seattle’s downtown can be tricky for parking, so consider arranging transportation services like shuttles or partnering with a local ride-share company for discounted rates.
• Setup and Cleanup: Coordinate with your venue regarding setup and cleanup times. THE 101 offers support in these areas, but make sure all responsibilities are clearly defined to avoid any last-minute surprises.
• Permits and Regulations: If you’re utilizing public outdoor space, you may need to secure permits. Check with local authorities to ensure you comply with all regulations.

Timeline Breakdown for Planning

• Six Months Before: Set your budget, choose a date, and book the venue.
• Three Months Before: Finalize the theme, book catering and entertainment, and send invitations.
• One Month Before: Confirm all bookings, finalize the guest list, and plan the event schedule.
• One Week Before: Send reminders, confirm RSVPs, and check all arrangements.
• Day-Of: Arrive early to oversee vendor setup, welcome guests, and enjoy the party.

Plan Your Party

Planning a holiday party in Seattle can be a breeze if you start early and keep this checklist handy. By choosing a unique venue like THE 101, incorporating local elements, and staying organized, you’ll be well on your way to hosting a festive event that your colleagues will remember all year long. Contact our team today to get started, and be sure to check out our other blog posts for more holiday party ideas and Seattle event inspiration!