A company end-of-year party is organised in twelve steps spread over 45 days: headcount and budget at D-45, format at D-35, dietary requirements at D-30, quote at D-21, last adjustment the day before by 2 pm. This countdown plan comes from L'Écrin Traiteur, a corporate caterer in Boulogne-Billancourt (92), which delivers in Paris and Île-de-France. The dates below take as an example a party on Thursday 17 December 2026.

How far ahead should you prepare an end-of-year party?

Allow 45 days for internal organisation: headcount, budget, format, dietary requirements and venue take about three weeks of decisions before the quote. The order itself can be placed until 2 pm the day before. L'Écrin Traiteur does not apply a special deadline for the festive season, and recommends 48 hours' notice from 50 people or for several sites.

What are the steps to organise a company end-of-year party?

The twelve steps run from setting the headcount at D-45 to setting up on the day, with a clear deadline each time. Dates calculated for a party on Thursday 17 December 2026, to be shifted according to your date.

  1. D-45, Monday 2 November: set the headcount and the budget. Count the guests, add a 10% margin for the unexpected and set a budget per person excl. VAT. Benchmarks: €29.90 excl. VAT for 8 canapés, €40.90 excl. VAT for 12 canapés, €51.90 excl. VAT for 16 canapés, plus €29 excl. VAT delivery per order.
  2. D-42, Thursday 5 November: set the date and time. Choose a weekday, because deliveries take place from Monday to Friday. The time slots that work best are 6 pm to 8:30 pm or 7 pm to 9:30 pm.
  3. D-35, Thursday 12 November: choose the format. Short drinks of 1.5 to 2 hours require 6 to 8 canapés per person, a lunch reception 12 to 14, a dinner reception of 2.5 to 3 hours 16 to 18. If nobody is having dinner elsewhere, go for the dinner reception.
  4. D-30, Tuesday 17 November: list the dietary requirements. Ask each guest about their requirements. The offer is halal, pork-free and alcohol-free by default; vegetarian, vegan and gluten-free are specified when ordering with the number of people concerned, and traces of gluten remain possible.
  5. D-28, Thursday 19 November: check the venue, access and equipment. Plan a table of at least 2 metres for 25 people, two buffet points above 25 people, access for the delivery driver and ice for the drinks. Plates and cutlery are delivered on request.
  6. D-21, Thursday 26 November: request the quote and inform the guests. Send the headcount, date, format, delivery address and dietary requirements: the quote comes back within 24 hours, with a company invoice showing VAT, and purchase orders are accepted. Tell guests the date at least three weeks ahead.
  7. D-14, Thursday 3 December: approve the quote and the drinks. Check each line, drinks included: allow 3 to 4 drinks per person for 2 hours, with at least three flavours. The whole offer is alcohol-free; the 0% Chardonnay at €16.90 excl. VAT per 75 cl bottle is for the toast.
  8. D-7, Thursday 10 December: set the final headcount and dietary requirements. Chase guests who have not replied, count the confirmed dietary requirements and keep a 10% margin on the final headcount.
  9. D-3, Monday 14 December: prepare the venue and the welcome. Appoint the person who receives the delivery, with their phone number, and clear the table and buffet points.
  10. D-2, Tuesday 15 December: report any major change in headcount. For 50 people or more, or several sites, the recommended notice is 48 hours: this is the deadline for changing a large order without pressure.
  11. D-1, Wednesday 16 December, before 2 pm: make the last adjustment. Orders can be placed until 2 pm the day before: confirm the final headcount, the address and the delivery time.
  12. On the day, Thursday 17 December: receive and set up. Delivery takes place from 6:30 am, at the agreed time. The platters arrive arranged and ready to set down: put the drinks on ice and open the buffet points when the guests arrive.

How do you estimate the headcount and budget for a party at D-45?

Start from the number of confirmed guests, add a 10% margin, then multiply by the package price: €29.90 excl. VAT per person for 8 canapés, €40.90 excl. VAT for 12 canapés, €51.90 excl. VAT for 16 canapés. Delivery, €29 excl. VAT per order in Paris and nearby towns, is added once. For 30 people:

PackageCanapés per person30 people (excl. VAT)With delivery (excl. VAT)
L'Invitation8 canapés, i.e. 240 canapés€897€926
La Réception12 canapés, i.e. 360 canapés€1,227€1,256
La Célébration16 canapés, i.e. 480 canapés€1,557€1,586

L'Écrin Traiteur prices, October 2026, excluding drinks. The minimum order is €50 excl. VAT. Other headcounts are costed in corporate cocktail reception budget in Paris.

Which format and time should you choose for the party?

Choose the dinner reception, with 16 to 18 canapés per person over 2.5 to 3 hours, if the party replaces dinner; short drinks with 6 to 8 canapés are enough for 1.5 to 2 hours. Savoury dominates, two thirds to one third sweet. The benchmarks for each format are in how many canapés per person.

What should you check at the venue before delivery?

Check four points: a table of at least 2 metres for 25 people, two buffet points from 25 people to avoid a queue, practical access for the delivery driver and ice for the drinks, often forgotten at December parties in heated offices. Avoid setting the buffet up in a corridor people walk through.

What should you do on the day of the party?

On the day, the delivery arrives at the agreed time, from 6:30 am at the earliest, with platters arranged and ready to set down. Receive it, check the quantities with the designated person, put the drinks on ice and open the buffet points when the first guests arrive.

Where can you find the other benchmarks for the end-of-year celebration?

The formats, budgets and quantities for all end-of-year celebrations (breakfast, afternoon break, cocktail reception, lunch trays, gift boxes) are brought together in the guide office end-of-year celebrations 2026. Alcohol-free drinks are detailed in alcohol-free corporate cocktail reception, and the party format in company end-of-year party in Paris. Request your quote, reply within 24 hours.

Frequently asked questions about organising an end-of-year party

How far ahead should you start organising an end-of-year party?

Allow 45 days for internal organisation: headcount, budget, format, dietary requirements and venue. On the caterer's side, you can order until 2 pm the day before, with 48 hours' notice recommended from 50 people or for several sites. There is no special deadline for the festive season.

What margin should you allow on the number of guests?

Allow a 10% margin on the headcount and on the canapés: a colleague who drops by for a moment often stays, and a slight surplus gets shared, whereas a shortfall is noticed straight away. For 30 guests, order for 33 people.

How many canapés per person for an end-of-year party?

Allow 6 to 8 canapés per person for short drinks of 1.5 to 2 hours, 12 to 14 for a lunch reception and 16 to 18 for a dinner reception of 2.5 to 3 hours. Plan for about two thirds savoury canapés to one third sweet.

When should guests be told the date of the party?

At least three weeks ahead, i.e. at D-21 at the latest. This deadline leaves time to collect replies and dietary requirements before setting the final headcount at D-7. The caterer's quote is sent within 24 hours of the request.

What should a quote request for a party include?

Five pieces of information are enough: the headcount, the date, the format (aperitif, lunch reception or dinner reception), the delivery address and the dietary requirements with the number of people concerned. The minimum order is €50 excl. VAT. The reply arrives within 24 hours, with a company invoice showing VAT, and purchase orders are accepted.

What should you plan for guests who do not drink alcohol?

Nothing special: the whole offer is alcohol-free. Allow 3 to 4 drinks per person for 2 hours, at least three flavours, and a 0% Chardonnay at €16.90 excl. VAT per 75 cl bottle for the toast. Juices, nectars, infusions and water are delivered with the platters.

Which day of the week should you choose for the party?

A weekday, Monday to Friday, because deliveries take place on those days, from 6:30 am. The time slots that work best for the party are 6 pm to 8:30 pm or 7 pm to 9:30 pm, which lets everyone get home at a reasonable hour.