San Diego Office Holiday Party Planning Checklist

Planning your company’s first office holiday party can feel like a daunting task, especially if you’re striving to create a memorable experience that leaves everyone talking until next year’s shindig. Companies based in San Diego are in luck — the city offers a wealth of resources and stunning venues that can elevate your event.

Whether you’re gathering a small team for an intimate celebration or hosting a large-scale party, this comprehensive checklist will help you navigate the planning process from start to finish, ensuring no detail is overlooked.

Define Your Budget

• Estimate Total Cost: Begin by identifying all potential expenses, including venue rental, catering, entertainment, decorations, transportation, and any miscellaneous costs. In San Diego, venues like BRICK provide an ideal backdrop, but costs can vary based on the vendors you choose to work with.
• Break Down Expenses: Allocate a specific budget for each category
• Venue Rental: Consider not only the base rental fee but also any additional costs like security.
• Catering: San Diego is known for its diverse culinary scene, so whether you’re opting for a taco truck or a formal five-course meal, catering will be a significant line item.
• Entertainment: Live bands, DJs, or other local performers can set the mood for your event.
• Decorations: Include costs for holiday-themed décor, lighting, and floral arrangements. Be sure to ask your venue if they offer décor in-house to make this easy.
• Transportation: Factor in parking fees or transportation options if your venue doesn’t offer an easy solution.
• Consider Contingencies: It’s always smart to set aside 5-10% of your budget for unexpected expenses, whether it’s a last-minute guest addition or a surprise fee.

Choose a Unique Venue

• Select the Perfect Venue: Choosing the right venue is crucial to setting the tone for your event. For a unique San Diego vibe, consider hosting your party at BRICK, a versatile space in the heart of historic Liberty Station. BRICK’s exposed brick walls, high ceilings, and industrial-chic ambiance make it a standout choice for holiday parties. Plus, you can check out our blog on the best holiday party venues in San Diego for more inspiration.
• Check Availability: San Diego’s top venues book up quickly, especially during the holiday season. Secure your date as early as possible to avoid disappointment.
• Venue Services: BRICK offers additional services including planning, beverage, and decor, but it’s important to clarify what’s included and what you’ll need to arrange separately. This will help streamline your planning process and avoid any last-minute surprises.

Plan the Menu

• Catering Options: San Diego’s culinary scene is rich with options. You can choose in-house catering if your venue offers it or hire an external caterer to bring in local flavors. For inspiration, consider vendors we’ve worked with at BRICK, known for their epicurean excellence.
• Dietary Requirements: It’s essential to accommodate dietary restrictions and preferences among your staff. San Diego caters to diverse tastes, so whether it’s vegan, gluten-free, or kosher options, you’ll find plenty of local caterers who can meet your needs.
• Beverage Selection: Plan a variety of alcoholic and non-alcoholic drinks, offering your attendees plenty of options depending on their preferences.

Choose a Party Theme

• Popular Themes: Classic themes like Winter Wonderland, Masquerade Ball, or Ugly Sweater Holiday Party are always a hit. These can be easily tailored to the unique ambiance of San Diego.
• Unique Themes: For something more creative, consider themes that reflect your company’s culture or the local flair of San Diego like a Beachside Holiday.
• Decorations and Attire: Coordinate your decorations and dress code with the chosen theme to create a cohesive look and feel for the event.

Entertainment and Activities

• Music and DJs: Hiring a DJ or band is a great way to keep the energy up throughout your event. Consider local talent that resonates with San Diego’s vibrant music scene.
• Games and Activities: Photo booths, trivia contests, or holiday-themed games can add a fun, interactive element to your party. For something unique, consider a silent disco—a San Diego trend that’s gaining popularity.
• Guest Engagement: Plan speeches, award ceremonies, or company highlights to engage your attendees and make the event more meaningful.

Invitations and RSVPs

• Send Invitations: Design and send out your invitations well in advance. Digital platforms like Paperless Post or Evite are convenient and eco-friendly.
• RSVP Management: Track responses carefully to estimate attendance and adjust your plans accordingly. This is crucial for finalizing catering, seating, and other logistical details.
• Reminders: Send out reminders a week or two before the event to reinforce details such as parking and timeline.

City-Specific Recommendations

• Local Vendors: Add a special touch by working with local vendors. For instance, San Diego’s The Cravory offers a range of sweets that can be a pre-packaged for guests to take home.
• Local Entertainment: Book a popular local band or DJ to bring authentic San Diego vibes to your party. Ask your venue’s staff for entertainment recommendations to keep the party going all night.

Logistics and Transportation

• Parking and Accessibility: San Diego’s traffic can be tricky, so ensure your venue has adequate parking or consider arranging shuttle services for your guests. Offer reimbursement for ride-share options like Uber and Lyft as an alternative.
• Setup and Cleanup: Coordinate setup and cleanup with your venue, or hire additional help to manage these tasks. At BRICK, we offer flexible options to suit your needs.
• Permits and Regulations: Depending on your event’s scope, you might need permits, especially if you’re planning outdoor activities or serving alcohol. Check with local authorities to ensure compliance.

Timeline for Planning

Six Months Before:

• Set your budget.
• Choose a date.
• Book your venue.

Three Months Before:

• Finalize your theme.
• Book catering and entertainment.
• Send invitations.

One Month Before:

• Confirm all bookings.
• Finalize the guest list.
• Plan the event schedule.

One Week Before:

• Send reminders.
• Confirm RSVPs.
• Double-check all arrangements.

Day Of:

• Arrive early to oversee setup.
• Welcome guests.
• Enjoy the party!

Planning an office holiday party in San Diego doesn’t have to be overwhelming. With a clear budget, a unique venue like BRICK, and careful attention to details, you can create a memorable event that reflects the spirit of your company and the vibrancy of this amazing city.

Cheers to the Season

Ready to start planning? Contact us at BRICK to secure your date and get expert assistance in creating the ultimate holiday celebration. Let’s make this season unforgettable!