05 Nov 50 Days to Christmas: Your Last-Minute Event Planning Checklist
The clock is officially ticking. Just 50 days until Christmas. If you’re finalising festive events in London, you’re not behind… you’re right on time to add the finishing touches that turn a seasonal gathering into a standout celebration.
This is the practical, last-minute checklist every event planner needs to ensure your festive celebration runs smoothly, sparkles creatively, and delivers a flawless guest experience.
1. Lock in Final Numbers & Send Reminders
Accurate numbers are the backbone of a smooth festive event. From catering quantities and seating plans to staffing levels and venue setup, having confirmed attendance prevents unnecessary cost, waste, and logistical headaches. Plus, guests receive dozens of seasonal invites. A gentle reminder keeps your event top-of-mind and shows you’re organised and thoughtful about their experience.
Now is the moment to:
- Chase outstanding confirmations
- Send final reminders
- Ask for dietary requirements
- Check accessibility needs
A clean and accurate guest list will save you last-minute stress with catering, seating, and check-in flow.
2. Confirm Catering & Bar Details
Catering teams get incredibly busy in the lead-up to Christmas, and last-minute changes can be costly or unavailable. Confirming your food and drink details now ensures your menu reflects the tone of your event and accommodates all dietary needs. It also guarantees service runs seamlessly. There’s nothing worse than queues at the bar or canapés running out too soon. The goal? Guests who feel looked after from the moment they arrive.
By 50 days out, your menu should be shaping up. Now’s the time to finalise finer points:
- Final headcount adjustments
- Drink packages vs. bar tabs
- Mulled wine / festive cocktail additions
- Vegan / halal / gluten-free confirmations
- Service timings (don’t forget prosecco on arrival!)
A quick catering run-through ensures your festive flavours shine without surprise invoices later.
A thoughtful Christmas menu brings the festive spirit to life, balancing seasonal flavours with dietary needs to create a warm, memorable dining experience for every guest.
3. Finalise Styling & Finishing Touches
Atmosphere is everything at Christmas. Even minimal styling, done well, can transform a blank room into a warm, welcoming festive space. These finishing touches shape first impressions, set the tone, and create photo-worthy moments that guests love sharing. Good styling also reinforces your brand personality or event theme. This helps your celebration feel intentional rather than rushed, even if you’re working on tight timelines.
If your décor isn’t fully confirmed, don’t panic. Focus on impact pieces:
- Fairy lights, candles, winter greenery
- Festive centrepieces or table runners
- Photo moment or branded backdrop
- Seasonal signage (menus, welcome boards)
Remember: simplicity with warmth always wins at Christmas.
4. Check AV & Music Plans
AV issues can derail even the most elegant event, especially during speeches or key moments. Reliable sound, seamless music, and properly tested equipment ensure the energy stays consistent and professional. These elements control the pace, emotion, and ambience of your event. When AV feels effortless, guests stay fully immersed in the celebration and you’ll avoid stressful tech hiccups on the day.
Double-check:
- Microphone access for speeches
- Playlist or DJ schedule
- Backup cables and tech support
- Any presentation content uploaded and tested
If your venue offers in-house AV assistance, use it. They’re your best friend during Christmas season.
5. Confirm Event Flow & Staff Briefing
A well-briefed team turns a good event into a polished one. Smooth guest flow, timely service, and clear staff communication make your event feel effortless and high-end. Without proper planning, service bottlenecks, confusion, or delays can create frustration and disrupt the guest experience. A quick walkthrough and clear instructions ensure everyone knows their role and guests feel taken care of throughout.
Ensure you have:
- Event timeline locked in
- Staff briefed on arrival flow, service times & duties
- Clear point-of-contact roles
- Cloakroom plan (winter coats will multiply!)
Bonus tip: walk the space to check natural flow and signage, especially if your venue has multiple rooms.
A thorough staff briefing before the event ensures everyone understands the schedule, responsibilities, and guest priorities. Photo by MKU018.
6. Plan Guest Experience Extras
In a season full of events, the small personal touches are what people remember. Whether it’s a warm welcome toast or a thoughtful festive favour, these gestures create emotional connection and elevate the experience beyond the basic. Thoughtful details show your guests you value them. And they spark conversation, social sharing, and goodwill long after the event ends!
If you’re adding surprises, now’s the time to secure them:
- Branded crackers or festive favours
- Welcome drinks moment
- Charity tie-in or gift donation table
- After-event thank-you notes planning
Even one thoughtful detail can transform the atmosphere.
7. Confirm Vendor Logistics
December schedules are tight for suppliers. Last-minute surprises can throw entire timelines off. Final logistics checks help prevent delays, missed deliveries, or setup clashes, ensuring everyone arrives prepared and on schedule. When vendors feel supported and informed, they perform at their best and that professionalism translates into a flawless guest experience.
Don’t assume anything. Confirm:
- Arrival / load-in times
- Parking or delivery access
- Setup requirements
- Contact numbers
- Rehearsal or mic check timing
Your vendors will thank you, and you’ll breathe easier.
8. Prepare for Winter Realities
Seasonal planning goes beyond decor. Comfort is key. Unexpected weather, wet coats, and cold entrances can disrupt your atmosphere before guests even reach the bar. Proactively planning for winter realities show attention to detail and prioritises guest wellbeing. When people feel warm, comfortable, and looked after, they settle in faster and enjoy the event from the start.
It’s London in December… so plan like it might rain (or freeze):
- Clear signage for indoor areas
- Mats and coat racks
- Warm arrival spaces
- Backup plan for outdoor elements
Comfort is part of experience. Cold guests are distracted guests.
Having a well-thought-out plan in advance ensures your holiday party runs smoothly, allowing you to enjoy the celebration while everything feels effortlessly festive. Photo by Impactphotography.
The beauty of this stage isn’t scrambling; it’s refining. With these last-minute tasks handled, you’ll walk into your Christmas event season confident, calm, and ready to enjoy the celebration with your guests.
And if you still need a central London venue with versatile rooms, AV support, and festive hospitality, we’d love to help bring your holiday event to life.
Have you also read these articles?
Transform Your Event into a Wonderland
The Last-Minute Holiday Event Planning Checklist