How Far in Advance Should You Book Holiday Party Catering
Quick answer
Top December dates often book 10 to 14 weeks ahead. For Christmas, that window closes soon!
Lock your date first. Then set your style, menu and headcount.
Booking late? Drop-off catering and January parties have more open dates.
Planning out a holiday party? Here's everything you need to know about the best times to book and how to plan for a great event!
Why does December fill up so fast?
Everyone wants the same few days. In ezCater's holiday party survey, 86% of office planners said they want their party in December. And 56% want it on a Friday. Every one of those parties needs food, staff and maybe even a venue. So the calendar fills fast!
Food matters, too! Half of workers in the same survey said the food and drinks affect whether they go at all.
What's the timeline?
Early October: Lock the date. Pick a first and second choice. Confirm them with your caterer and venue at the same time. No venue yet? Ask our expert team of event planners. We work with venues across the region and know which dates are still open. Check your date
Mid to late October: Set the style and budget. Seated dinner, food stations, heavy snacks or a lunch buffet? The style drives cost more than any one dish. Set a rough per-person budget now.
Early November: Pick the menu. Look at seasonal options. For full-service events, ask about a tasting. See the holiday menu
Mid-November: Collect dietary needs. Send guests one short form about allergies and food limits. It's easier to plan now than to scramble on the night.
Two weeks out: Confirm the headcount. Give your caterer a firm number, plus a few extra for late RSVPs.
Event week: Confirm the details. Go over arrival time, loading access, parking and an on-site contact.
What if I'm booking later?
You still have options. Drop-off catering needs much less notice than a staffed event. In December, we ask for four to five weeks' notice. We book up fast during the holidays, so the sooner the better. A daytime lunch or an early-January "new year" party also opens up many more dates.
How much should I budget?
Holiday party food and drink budgets average around $59 per person. Setting your number now helps you avoid a surprise in December.
How do I get on the calendar?
We cater holiday parties for offices across Seattle, Tacoma, Bellevue and the Puget Sound area. We do everything from drop-off lunches to full-service dinners with a bar. Tell us your date, headcount and style, and we'll tell you what's open.
