Planning a Christmas party – timeline, running order and Show Act

For many teams, the company Christmas party is the most important evening they spend together all year. It also falls in the busiest part of the calendar: venues, caterers and performers are in greater demand in December than in any other month. If you plan in clear stages, you have a choice. If you only start in December, you take whatever is left. This guide divides the planning into three phases and describes how an evening can be structured so that the entertainment supports it rather than getting in the way.

The timeline: October, November, December

October – set the framework and make reservations. October is when the fundamental decisions are made: the date, the approximate number of guests, the venue and whether there should be entertainment and, if so, what kind. The most popular dates are Thursdays and Fridays in the first half of December. If you want one of these evenings, you should at least send enquiries for the venue and entertainment this month and make provisional reservations. An enquiry with the key details you already know is enough. The finer points can be settled later.

November – agree the running order and details. By November, the framework is in place. Now it is about the running order of the evening: when do guests arrive, when are the speeches, when is dinner served, and when is there room for entertainment? This is a good time to agree timings, space, technical requirements and any adjustments with the entertainment provider, such as costume colours or a personal reference to your company. Internal communication belongs here too: invitations, the RSVP deadline, and information on travel and dress code.

December – confirm and let go. In December, the only thing left should be confirmation: the final number of guests, a running order with times, a contact person on site, and directions and a changing room for the performers. Short-notice changes of half an hour are usually no problem, as long as they are communicated early enough. If you send the written running order to everyone involved, you will avoid most questions on the night itself.

What if it is already late?

An enquiry in November or early December is not necessarily too late. Formats without an elaborate technical set-up, such as a Walking Act for the reception, can often still be arranged at short notice. Only the provider can answer this question honestly, so it is worth sending a quick enquiry with the date and location before you give up on the idea of entertainment.

The running order of the evening

A Christmas party has a natural rhythm: arrival, welcome, dinner, a shared highlight and an open-ended close. The entertainment should follow this rhythm, not interrupt it.

Reception. The first thirty to sixty minutes are when guests gather. Walking Acts suit this phase well, as they move among the guests, start conversations and create photo opportunities. A format such as Christmas Elf ActView act → fits this phase particularly well, because it creates a Christmas atmosphere straight away without anyone having to stand still and watch.

Highlight. After the welcome, or between the main course and dessert, is the moment when everyone looks towards a stage or performance area together. A compact Show Act lasting anything from a few minutes to half an hour draws everyone's attention and gives guests something to talk about for the rest of the evening. Comedy acrobatics such as Stage Sweepers – Cleaning Crew AcrobaticsView act → work well here even with a mixed audience, because they need no language and appeal to all age groups.

Close. After the highlight, the evening belongs to the guests. Entertainment in this phase should take a back seat so that there is room for conversation and dancing.

How long should the entertainment be?

Less is often more. A Show Act as the highlight has the greatest impact when it is compact and ends on a strong note. A Walking Act at the reception can last longer, because it moves among the guests and does not oblige anyone to watch. A combination has proven effective: a roaming format as guests arrive and a focused moment as the highlight. If you are unsure, describe your planned running order to the provider and ask for a suggestion as to which length suits which point in the evening.

Indoors or outdoors?

Many Christmas parties start with mulled wine outdoors and then move inside. For the entertainment, it is important to know where each part will take place: acrobatics need a level, clear area and sufficient ceiling height, and a Walking Act outdoors in December needs a warm room for changing and breaks.

Setting the budget

Before requesting quotes, you should agree a rough budget for the entertainment internally. It does not have to be exact. A range is enough for the provider to suggest a suitable format rather than one that turns out not to fit the budget. The main factors affecting cost are the number of performers, the length of the booking, the technical requirements and travel. For bookings within Berlin, the last point usually does not apply at all. If you are combining several programme items or booking several dates, mention this in your enquiry, as it often results in a better overall package.

For companies looking for entertainment that guests will recognise, an act from television can also be an option. Supertalent ShowView act → is an example of a format that guests often already know, which is why it gets people talking straight away.

What to include in your first enquiry

A good first enquiry includes: the date, the approximate time of the entertainment, the venue and whether it is indoors or outdoors, the estimated number of guests and an idea of the atmosphere you would like. Nothing more is needed at first. Everything else can be clarified in conversation.

All formats for your Christmas party: Christmas party Show Act Berlin →