The planning timeline
| When | What to do |
|---|---|
| July – August | Agree budget, headcount and format (lunch, evening, or January) |
| September | Shortlist venues and hold your preferred date |
| By mid-October | Confirm venue, catering, entertainment and photographer for December Thursdays and Fridays |
| Early November | Send invites, and collect dietary needs, accessibility needs and photo opt-outs |
| 2 weeks before | Share the run-of-show and brief your suppliers |
| The week before | Confirm final numbers, transport and a contact for the night |
| The morning after | Share hero photos and a thank-you message with the company |
How much to budget
One 2025 industry report put average London budgets at around £132 per head, with actual spend nearer £115. Outside London: about £95 budgeted, £82 spent.
HMRC's annual-function exemption covers staff events costing £150 or less per head, open to all staff. Guests' costs count too, so check the maths with finance.
Peak dates for 2026
| Week | Thursday | Friday | What to expect |
|---|---|---|---|
| Early season | 26 Nov | 27 Nov | Good availability and the easiest venue negotiations |
| Week 1 | 3 Dec | 4 Dec | Busy. Confirm suppliers by mid-October |
| Peak | 10 Dec | 11 Dec | Typically among the first dates to fill |
| Final week | 17 Dec | 18 Dec | Very busy; many offices close soon after |
| New Year | Jan 2027 | Jan 2027 | Lower venue rates and a fresh-start feel |
Trends worth knowing
- Thursdays are now as popular as Fridays, thanks to hybrid working
- More informal formats: bowl food, street food and activity-led venues
- January parties are growing, with better rates and easier availability
- Inclusive planning: alcohol-free options, accessible venues and earlier finish times
The organiser's checklist
- Budget signed off, including the per-head figure
- Venue contract checked: minimum spend, deposit, cancellation terms and finish time
- Dietary, accessibility and alcohol-free options confirmed
- Entertainment and photographer booked, with timings agreed
- Photo opt-out method agreed and communicated in the invite
- Run-of-show shared with venue and suppliers
- Transport home and a named contact on the night
- Thank-you message and photo gallery ready to share the next morning
Getting the photos right
Take the team photo early, brief must-have people, and share the preview on Monday morning while the goodwill is fresh.
From last season
