Small Business Holiday Party Checklist: Seating, Food & Setup

A holiday celebration can be a quick catered lunch, an afternoon appreciation event, or a full evening gathering. Pick the format before selecting rental quantities: people sitting down for a meal need a different layout from people circulating between food and games.

• Confirm headcount, guest policy and location.
• Make a budget that includes food, rentals, delivery and optional setup.
• Assign one person to coordinate vendor arrival and pickup.

For an office lunch, ensure every person eating at once has a comfortable seat. Six-foot folding tables can be arranged into banquet rows; 60-inch rounds encourage small-group conversation but require more perimeter clearance.

Review table styles and chair options for the atmosphere and floor plan you want.

Leave room near doors, catering drop-off areas and beverage stations. A few spare rectangular tables often do more to reduce congestion than squeezing an extra dining row into an already crowded room.

If using an outdoor space, account for daylight, temperature, lighting provided by the venue, and weather contingencies.

Check your venue’s loading access and any restrictions on outside equipment. Ask for delivered pricing to the actual ZIP code and written confirmation of pickup windows. Full-service setup should be requested explicitly if needed.

• Confirm which items and counts are on the quote.
• Assign an on-site contact and cell phone number.
• Share indoor/outdoor placement and access notes.

Keep a short inventory list and photos of the final arrangement. Next year’s coordinator can reuse what worked instead of planning from scratch.

For employee appreciation lunches, seasonal celebrations and company picnics, visit our corporate event rental page.