Dan WillisA great running order for your Christmas party can keep arrivals smooth, speeches tight, and the dancefloor full. Below are proven timelines you can take and use for your own party, with clear buffers for catering, awards, and live entertainment.
Use one of the ready-made schedules or mix and match to fit your venue, headcount, and entertainment choice.
Principles that make any running order work
- Front-load clarity. Guests should know where to go, when things start, and what will happen next.
- Guard your buffers. Ten minutes between segments prevents slip turning into chaos.
- One soundcheck, one sign-off. Test mics, walk-on stings, and playlists before doors open.
- Short speeches win. Aim for 10 to 15 minutes total for awards or toasts.
- Keep energy rising. Reception music sets the tone, awards land the moment, then hand over to band or DJ while the room is warm.
Quick reference: who does what?
- Event lead: timekeeper, liaison with venue and entertainment.
- MC or host: welcomes guests, cues awards, hands over to entertainment.
- Band or DJ: controls walk-in, walk-up, and walk-off music once speeches start.
- Venue manager: controls lighting, noise policy, and curfews.
Standard corporate party, four hours on site
Best for 80 to 250 guests, hotel ballroom or large function space, party band or DJ.
| Time | Segment | Notes |
|---|---|---|
| 18:00 | Doors and drinks reception | Background music live duo or curated playlist |
| 18:45 | Guests called to dinner or main room | Soft lighting change, raise background level slightly |
| 19:00 | Welcome from host | Hand mic checked in advance |
| 19:05 | Starters or first service | Background only |
| 19:40 | Awards part 1 | 10 minutes max, walk-on stings handled by DJ or band engineer |
| 19:50 | Mains served | Keep speeches off the mic during service |
| 20:25 | Awards part 2 and toast | Hard stop at 8:40 pm |
| 20:40 | Clear space for dancefloor | 10 minute buffer, venue turns lights and moves tables if needed |
| 20:50 | Band set 1 (45 to 60 minutes) | Open with two guaranteed floor-fillers |
| 21:40 | DJ or playlist interval | 20 minutes, keep tempo up, short comfort break |
| 22:00 | Band set 2 (45 to 60 minutes) | Aim your biggest hits here |
| 23:00 | DJ closes the night | Curfew dependent |
| 23:30 | Carriages | Announce last orders 15 minutes prior |
Why this works: speeches are split to avoid a long, cold block; the first live set lands while the room is fresh; the second set and DJ finish high.
Drinks-led party, two and a half hours on site
Best for 40 to 120 guests, offices, galleries, or bars with canapés, no seated dinner.
| Time | Segment | Notes |
|---|---|---|
| 17:30 | Doors and festive welcome | Roaming acoustic band or sax with tracks |
| 18:00 | Short welcome and one toast | Three minutes total, then back to music |
| 18:05 | Reception continues | Keep it light and social |
| 18:45 | Awards flash round | Five awards, one line each, walk-on stings |
| 19:00 | DJ set or high-energy duo | Push tempo, no long gaps |
| 20:00 | Close and carriages | Venue resets for next booking |
Why this works: minimal speeches, high contact time for networking, quick energy lift at the end.
Large annual celebration, six hours on site
Best for 200 to 600 guests, stage, full production, showband or DJ plus live performers.
| Time | Segment | Notes |
|---|---|---|
| 18:00 | Doors and reception | Jazz trio or strings, photos in foyer |
| 18:45 | Call to dinner | Lighting shift, intro sting |
| 19:00 | Host welcome | Keep to script, no open mic |
| 19:05 | Starter | Background playlist only |
| 19:30 | Awards block 1 | 10 minutes, tight stings |
| 19:45 | Main course | Short table games if used, no mic |
| 20:20 | Awards block 2 and CEO toast | Finish by 20:35 |
| 20:40 | Transition to party | Clear dancefloor, raise lighting colour |
| 20:50 | Showband set 1 (45 minutes) | Front-load hits |
| 21:35 | DJ or DJ plus sax interval | 25 minutes, maintain pace |
| 22:00 | Showband set 2 (45 minutes) | Medleys work well here |
| 22:45 | DJ finale | Requests pre-approved |
| 23:30 | Curfew and carriages | Noise policy observed |
Why this works: food service never clashes with microphones; awards are punchy and upbeat; the party block is uninterrupted.
Noise-restricted or sound-limited venue
If your venue has a limiter or strict neighbours, adjust the plan rather than the ambition.
- Use acoustic or roaming sets for arrivals.
- Put awards in the middle when attention is high with lower volume.
- Finish with a DJ or silent disco to keep energy without breaching limits.
Limiter-friendly flow, three and a half hours
| Time | Segment | Notes |
|---|---|---|
| 18:30 | Doors, roaming acoustic | Engaging but controlled level |
| 19:00 | Welcome and toast | Tested hand mic |
| 19:05 | Canapés and networking | Light playlist |
| 19:40 | Awards | 12 minutes, stings pre-levelled |
| 19:55 | DJ or DJ plus sax | Level capped at safe threshold |
| 21:30 | Silent disco | Two or three channels |
| 22:30 | Close | Curfew respected |
Awards that do not kill the mood
- Keep the total awards block under 15 minutes or split into two short rounds.
- Use walk-on music for each winner and a short sting for non-winners.
- Have a single on-stage mic and a floor runner with spare batteries.
- The band or DJ controls stings, not the host’s phone.
Handovers that feel professional
- One voice introduces each segment. Your MC hands to awards, then to the band or DJ, then thanks guests at the end.
- The DJ or band leader announces the first dancefloor cue, not the CEO.
- Use lighting cues to mark each shift. Warm for food and speeches. Colour and movement for party time.
Tech checklist you can paste into your run sheet
- All microphones tested: host, spare, and any lectern mic
- Walk-on stings loaded and labelled
- Band or DJ arrival, setup, and soundcheck completed before doors
- Venue confirms power, stage space, and any limiter setting
- Clear curfew noted and communicated to entertainment
- Last orders, coat check, and taxi prompts scheduled
Sample MC script snippets
- Welcome: “Good evening and welcome to our Christmas celebration. Drinks are at the bar to your left. We will have a short welcome in fifteen minutes, then awards, then straight into music.”
- Awards handover: “Congratulations to all our winners. Please stay where you are while we reset the room. Your party starts in ten minutes.”
- Band handover: “Thank you. Please welcome your live band for tonight. When they say jump, you jump.”
Common pitfalls and how to avoid them
- Late catering pushes everything. Protect a buffer before the first live set.
- Awards run long. Cap acceptance remarks to one sentence and move on.
- Dead air between sets. DJ or playlist covers all changeovers at a consistent level.
- Crowd drifts to the bar. Dim foyer lights and push sound and light focus to the stage.
Choosing the right entertainment for your plan
- Live party band if you want a big moment and a packed dancefloor.
- DJ for flexibility, fast changes, and tight control of volume.
- Hybrid DJ plus sax or percussion for live energy with a compact footprint.
- Roaming acoustic for ice-breaking during arrivals and canapés.
- Jazz trio or strings for formal dinners and client-facing events.
Book early for Friday and Saturday in December. If you are flexible on dates, Sundays to Thursdays are friendlier on price and availability.
FAQ
How long should the band play?
Most bands perform two sets of 45 to 60 minutes. Plan a 20 minute interval with upbeat DJ coverage.
Where do awards fit best?
Before the first live set, with a short welcome earlier in the evening. Keep speeches tight.
What if the venue has a 10 pm noise cap?
Shift to a DJ after awards and close with a silent disco. It keeps energy high and neighbours happy.
How much buffer do I need?
Ten minutes between segments is the sweet spot. It covers microphone changes, lighting cues, and late plates.