Holiday Party Planning Timeline & Checklist

September 3, 2025

The holidays are around the corner, and with them come the joys – and sometimes, the stresses! – of hosting. Whether you’re planning an intimate cocktail party or a large-scale celebration, having a clear planning timeline and checklist can help you feel confident and prepared.

At Avalon Catering, we believe hosting should feel celebratory, not overwhelming. With this holiday party planing timeline and checklist, you’ll be on your way to hosting a party everyone will remember for years to come. Remember, our team is here to take care of the details so you can relax and enjoy your celebration!

Your Holiday Party Planning Timeline

8+ Weeks Before Your Holiday Party

Visions of Sugarplums

Choose a party date & time. Remember that holiday calendars tend to fill up quickly, so aim to secure your date early!

Book your venue. Metro Atlanta offer seemingly-endless venue options, from charming historic homes to hip industrial spaces, tranquil nature centers, and more. As you explore, keep in mind both practical details like date availability, budget, and parking as well as the atmosphere and mood of each venue. Begin your search with our list of trusted partner venues here!

Secure catering & event planning support. Look for a caterer with a strong reputation, positive reviews, and a focus on flawless event execution. Choosing a partner like Avalon Catering means you get more than food on the table; you gain a team dedicated to all the details, from equipment rentals and entertainment to decorations and drinks.

Select a theme or style. Cozy candlelit dinner? Sparkling winter wonderland? Classic cocktail soirée? Choosing a theme helps tie every aspect of your event together – including your invitations, décor, music, menus, and even the dress code!

6-8 Weeks Before Your Party

Seasonal Selections

Send invitations: Your invitations set the first impression for your event, so take time to creating something informative and attractive. You can opt for printed invitations or digital invite using a service like Paperless Post. Either way, be sure to include RSVP details and any important information guests may need (think: attire suggestions, parking directions, and gift swap details).

Plan your menu: Avalon’s chefs specialize in farm-to-table, locally-sourced cuisine. We’ll work with you to design a seasonal menu your guests will rave about. In fact, it’s our specialty!

Book entertainment & photography: The right entertainment and special touches help transform your holiday party into an unforgettable celebration. For music, you could hire a jazz trio, go with a DJ that will get everyone to the dance floor, or create the perfect festive playlist. Help everyone remember the memories by hiring a traditional photographer, or rent a photo booth from a local company.

4-6 Weeks Leading Up to Your Party

Deck the Halls

Coordinate rentals: Thoughtfully-chosen tables, chairs, linens, china, and glassware set the stage for your event. The best part? Our team can coordinate these details, so you don’t have to fuss over the forks!

Plan décor: This is where personality and creativity can shine. From festive florals to ambient lighting, our team can help you curate décor that reflects the unique mood of your gathering.

Confirm your bar setup: Your caterer should be equipped to design a beverage experience that feels effortless for you and unforgettable for your guests! Consider serving signature festive cocktails and mocktails alongside a curated wine list that pairs with your food menu.

2-3 Weeks Before Your Holiday Party

Make Your List & Check It Twice!

Finalize your guest list and follow up with anyone who hasn’t RSVP’d yet to ensure an accurate headcount.

Confirm all vendor details including your caterer, rentals, entertainment, and transportation. Remember to ask questions about anything you’re not sure about!

Map out a timeline of your event: Consider when you’d like to serve food, open the bar, and kick off dancing or other activities. Creating a schedule or run-of-show for your holiday party can help ensure that everything runs smoothly. At the same time, leave some flexibility to go with the flow of the evening!

Day of Your Party

All is Calm, All is Bright

Set the stage: Ensure décor is in place, candles are lit, and music is playing to create the perfect ambiance.

Get food & drinks ready: If Avalon is your caterer, you can relax! Our team will handle delivery and presentation, ensuring everything looks as beautiful as it tastes.

Welcome guests with a friendly hello, introduce guests to each other, make remarks, or kick off a holiday gift swap.

Enjoy yourself! Your guests will remember your warmth and joy far more than whether you did everything perfectly – so grab a plate, snap some photos, and savor the moment!

10-Step Holiday Party Checklist

Use the holiday party “cheat sheet” below to make sure your key party planning details are handled!

1. Select Your Date & Book the Venue: Lock in the perfect space for your celebration. Remember, early planning ensures the best options!

2. Make your Guest List & Send Invitations: Spread holiday cheer and make sure everyone you want is on the list.

3. Secure Catering: Confirm your date with Avalon Catering so your holiday feast is stress-free and beautifully executed.

4. Plan the Menu: Include signature holiday dishes, seasonal treats, and festive beverages everyone will love.

5. Reserve Rentals & Equipment: Tables, chairs, linens, glassware, and any extras for a polished, celebratory look.

6. Arrange Entertainment: A DJ, live music, photographer or photo booth, and festive activities to keep the energy lively and joyful.

7. Select & Plan Décor: Think twinkling lights, seasonal florals, and thoughtful accents to set the mood.

8. Confirm Bar Plan: Signature cocktails, wines, and mocktails to delight every guest.

9. Finalize the Timeline: Map out the evening, from food service and toasts to dancing and special moments.

10. Add Finishing Touches: Include party favors, a holiday playlist, and small details that make your celebration unforgettable.

Make the Holidays Effortless & Elegant

The holidays are a time for connection, not stress.

With Avalon Catering on your side, you’ll have an event partner with 30+ years of trusted experience and a reputation for delicious, sustainable, farm-to-table catering. From intimate gatherings to celebrations of 5,000+, our team works hard to ensure that your holiday party will feel effortless and unforgettable.

Ready to start planning? Reach out today to create the holiday celebration of your dreams!