The planning timeline
3 to 4 months out
Budget, date and venue
- Set the budget per person, including food, bar, venue, entertainment, décor, gifts, service charges and tax.
- Pick the date. Friday and Saturday nights in early December book first. A Thursday, a lunch, or a January "new year" party opens more options and often costs less.
- Tour and book the venue. Use our venue tour checklist.
8 to 10 weeks
Save the date and the program
- Send a save-the-date and say whether partners are invited.
- Plan the program: a short welcome from leadership, any awards, and how long it all runs.
- Book entertainment: DJ, photo booth, a band or a game host.
4 to 6 weeks
Invitations and menu
- Send invitations with an RSVP form that asks about dietary needs.
- Choose the menu with vegetarian, vegan, gluten-free and halal or kosher options as your team needs, and a real alcohol-free drink.
- Order gifts, raffle prizes and any name badges.
1 to 2 weeks
Final count and logistics
- Give the venue the final headcount and seating plan.
- Send the run-of-show to the venue and vendors.
- Set up rideshare codes or a shuttle, and send arrival and parking details.
After
Thank and learn
- Thank the team and share photos within a week.
- Send a two-question survey: what worked, what to change.
A party everyone can enjoy
- Call it a holiday or year-end party, and keep décor seasonal rather than tied to one religion.
- Ask about dietary needs on the RSVP and label the buffet.
- Offer a good alcohol-free drink, not only water and soda.
- Check the venue for a step-free entrance and accessible restrooms.
- Hold the loud part of the night in one area and keep a quieter space for conversation.
Alcohol, managed
- Use licensed bartenders who check IDs, not a self-serve table.
- Limit the hosted bar: drink tickets, beer and wine only, or a hosted hour.
- Serve real food the whole time the bar is open.
- Close the bar 30 to 60 minutes before the end of the party.
- Provide rides: rideshare codes, a shuttle or a list of designated drivers.
- Remind everyone that workplace conduct policies apply at the party.
If attendance is required, or the party includes training or meetings, talk to whoever handles payroll about whether the time counts as hours worked for non-exempt staff.
The program and the raffle
Keep speeches short: five minutes for the welcome, ten for awards. Put them after the main course, while everyone is seated.
A prize drawing where employees do not pay to enter is a giveaway. Selling raffle tickets is different: in California, raffles are allowed only for eligible nonprofit organizations registered with the Attorney General (Penal Code 320.5). If you want to raise money for a charity, partner with a registered nonprofit and let it run the raffle.
A sample evening
| Time | What happens |
|---|---|
| 6:00pm | Arrival, drinks and appetizers, photo booth opens |
| 7:00pm | Dinner |
| 7:45pm | Welcome from leadership and awards |
| 8:15pm | Prize drawing |
| 8:30pm | Dancing and dessert |
| 9:30pm | Last call |
| 10:30pm | Party ends; rides home |
Sources
- California Penal Code, Section 320.5 (raffles by eligible organizations)
- California Attorney General, Raffles
Treasure Banquets is an event venue, not a law firm, and this guide is not legal advice. We date every guide and update it when the rules change.
