When and How to Book Your Office or Workplace Christmas Dinner

The office Christmas dinner is a highlight of the workplace calendar. It’s a chance to celebrate the year’s achievements, bond with colleagues outside the office, and kick off the festive season in style. 

But if you’re the one responsible for organising it, the thought of juggling venues, menus, and colleagues’ preferences can feel a little overwhelming. 

The key to stress-free success? Booking at the right time and knowing exactly what to look for.

When to Book Your Office Christmas Dinner

Timing is everything when it comes to festive dining. Leave it too late and you could end up with a limited choice of venues, set menus that don’t suit your team, or worse—no booking at all!

Start Early (September–October): Popular restaurants, hotels, and pubs tend to release their Christmas menus in late summer or early autumn. Booking as soon as they’re out means you’ll have the pick of dates and dishes.

Mid-Season (November): By this stage, prime Friday and Saturday nights will likely be gone. However, midweek slots are usually still available—and often cheaper.

Last-Minute (December): If you’ve left it late, don’t panic. Some venues keep a few tables aside, especially for smaller parties, but you may need to be flexible on date, time, or menu.

Always have a contingency plan or be ready to think outside the box. Two years ago the venue for a company Christmas party called an hour before the party was due to start. They had to cancel our booking along with all other  bookings as they had had an explosion and minor fire in the kitchen's power distribution box.

There was a brief moment of panic until I said: "There's a tapas bar on the ground floor of our building, yeah? Would they be able to accommodate our Christmas do?"

The tapas bar were pleased to be able to fit is in as they happened to have an empty table for 20 just when we needed it! 

The other thought that we'd have gone with was calling a food delivery company to deliver food to our office.

Pro tip: If you’re planning for a large workplace team, it’s wise to book before the end of October to secure your ideal date.

How to Choose and Book the Perfect Venue

Know Your Numbers

Get an accurate headcount early. Will it be the whole company, just your department, or a smaller team gathering? Most venues need a deposit per person, so knowing who’s in makes life easier.

Think About Location

Choose somewhere accessible for everyone, ideally close to transport links. If you’ve got colleagues travelling from different parts of town, a central location is often best.

Check the Menu Options

Ask about dietary requirements before you book. Venues should be able to cater for vegetarian, vegan, gluten-free, and other needs without fuss.

Budget Carefully

Decide whether the company is footing the whole bill, offering a contribution, or if colleagues will pay individually. Some venues will let you pre-pay drinks packages, which can help control costs on the night.

Confirm the Extras

Many places offer festive add-ons like crackers, music, or even private rooms. Double-check what’s included so there are no surprises later.

Making the Booking Smooth

Collect deposits promptly (if required).

Share the menu with colleagues early so choices can be gathered in plenty of time.

Keep communication clear—send a group email or set up a shared document with all the details: time, date, venue, and dress code.

Alternative Ideas for Workplace Christmas Dinners

If a restaurant meal isn’t the right fit this year, you could also consider:

Private dining rooms in hotels or restaurants.

Festive buffets or catered meals in the office itself.

Activity-based events like bowling, escape rooms, or cocktail-making, followed by food.

Final Thoughts

The office Christmas dinner should be fun, not stressful. By booking early, choosing wisely, and keeping your colleagues in the loop, you’ll set the stage for a celebration everyone will remember for the right reasons.