How to organise an office Christmas lunch for your company
Organising the company Christmas lunch usually falls to one person: whoever runs the office. You have to juggle diaries, budget, space, dietary needs and suppliers in just a few weeks, right when everyone is closing projects. This guide to how to organise an office Christmas lunch gives you the order of work, reference quantities and a checklist, so nothing slips through.
How many weeks ahead should you start?
For a December celebration, it makes sense to start in mid-October or early November. With six to eight weeks in hand you can settle the date, budget and format without rushing, and you still have room to adjust the number of guests and dietary needs before the day.
December holds a large share of the year’s company celebrations, and the days closest to the holidays are the first to go. Treat this timeline as a working guide; always ask each supplier about their own deadlines in the first conversation. Before fixing the day, check the December long weekend and the Christmas holidays in Madrid.
| When (approximate) | What to decide |
|---|---|
| 6-8 weeks before | Budget approved, a provisional date and a back-up, format (drinks reception, buffet or seated meal) |
| 4-6 weeks before | Request comparable quotes, check the space and let the building know |
| 3-4 weeks before | Confirm supplier and date; collect the team’s allergies and dietary needs |
| 1-2 weeks before | Final guest numbers, setup times and a contact person on the day |
| The day before | Clear tables and walkways; check access, lift and fridges |
| The day itself | Receive the supplier, oversee the setup and handle any last-minute changes |
Which day and what time?
If the celebration is at the office, a lunchtime event usually works better than an evening one: nobody misses out because of childcare or family commitments, there is no journey home to organise, and people can go back to their desks afterwards. Start at a fixed time, between 1pm and 2pm, and make it clear when it ends.
An evening event at the office is also possible, but it takes more coordination with the building (security hours, air conditioning, cleaning). Choose a mid-week working day and avoid the last day before the holidays: that is when most people are absent or have their minds elsewhere.
A practical tip: ask the team with a quick poll offering two dates. The fewer no-shows, the further the budget goes. And set the start and end times in writing: it helps you plan the service and the shifts of anyone who has to cover the phones.
What space do you need at the office?
To celebrate at the office you need an open area with room for a serving table and space to move around. As a starting rule, a standing drinks reception takes up less room than a buffet with tables, and a seated meal needs the most space, furniture and staff. Measure before you decide.
Check these points about the space:
- Real capacity: how many people fit standing and how many seated without blocking exits.
- Serving table: a stable, clear surface for the food, away from doors.
- Access: lift, goods lift or stairs to bring in the equipment; in many Madrid office buildings you need to warn reception or maintenance in advance.
- Cold and heat: a fridge or cool space for anything that needs it, and a power point nearby.
- Waste and cleaning: where rubbish goes and who clears up afterwards.
If your meeting room is not big enough, you can combine the room with a corridor or open area, or split the team into two half-hour shifts.
Drinks reception, buffet or seated meal: choosing for your space
To choose the format, weigh up three things: the floor space you have, how long the event will last and the atmosphere you want. In an office with little room, a standing drinks reception is the most practical; a buffet needs side tables, and a seated meal needs furniture and waiting staff.
| Format | Best if… | Needs |
|---|---|---|
| Standing drinks reception | The team is medium or large and the office is limited | A serving table and room to move around |
| Buffet | Dietary needs vary a lot and you want to eat without rushing | Side tables, a serving table and somewhere to sit |
| Seated meal | You want a formal occasion or clients are invited | Tables, chairs, tablecloths and waiting staff |
If you are not sure which way to lean, start from the time you have. An hour of toasts fits a drinks reception; a relaxed two-hour lunch calls for a buffet or a seated meal. On our office Christmas party in Madrid page you can request information or a quote.
How much food to order per person
The amount depends on the format and the duration. As a rough industry reference, a drinks reception that replaces lunch is calculated at about 12 savoury pieces and 2 sweet ones per person; for a coffee break, about 3 pieces. These are starting figures, not a rule, and they are adjusted for the time of day and the profile of the group.
Here are the reference quantities per person and for a group of 50. The figures in the table have no margin: add 5% at the end for the unexpected and for those who go back for more.
| Format | Per person | For 50 people |
|---|---|---|
| Drinks reception replacing lunch | 12 savoury pieces, 2 sweet, 40 g of cheese or Iberian cured meats and 3 drinks | 700 pieces, about 2 kg of cheese or Iberian cured meats and about 150 drinks |
| Aperitif before a seated meal | 6-8 savoury pieces | 300-400 savoury pieces |
| Lunch or buffet | 3 starters, 150 g of main course, 120 g of side dish, 100 g of salad, 40 g of bread, 1 dessert and 3 drinks | 150 starters, 7.5 kg of main course, 6 kg of side dishes, 5 kg of salad, 2 kg of bread, 50 desserts and 150 drinks |
If you need the calculation for 20, 30 or 100 people, it is worked out in our guide to catering prices in Madrid. Remember that, on top of the food, a quote adds services such as waiting staff and tableware.
Allergens, dietary needs and drinks
Ask the whole team about allergies, intolerances and diets when you send the invitation, and pass the full list to your supplier. Regulation (EU) No 1169/2011 requires information on 14 allergens even for unpackaged food, so the caterer must be able to tell you which ones each dish contains.
Think of at least these needs: vegetarians and vegans, coeliacs or gluten-free guests, nut allergies, lactose intolerance and diets for religious or personal reasons. A good supplier will tell you which dishes are suitable and how they avoid contact with the rest of the food. The María Lluch Catering menu includes vegetarian and vegan dishes, and every dish has its own allergen sheet; tell us about allergies and intolerances and we will adapt the menu.
Drinks are the item most often forgotten when comparing quotes, so decide in advance what will be served, who pays for it and how many alcohol-free options there will be. Water, soft drinks and an alcohol-free alternative for the toast mean everyone can join in. If the service includes wine or cava, state it in the quote.
Office manager checklist: how to organise an office Christmas lunch
Before the day of the celebration you should have thirteen points settled: budget, date, format, guests, space, notice to the building, dietary needs, drinks, comparable quotes, timings, contact on the day, invoice and invitation. Copy this list into your task manager and tick items off as you go.
- Budget approved by management or finance
- Date confirmed and a back-up date
- Format chosen (drinks reception, buffet or seated meal)
- Approximate number of guests and RSVP deadline
- Space measured and serving table decided
- Notice sent to reception, maintenance or the building management
- List of allergies, intolerances and dietary needs sent to the supplier
- Drinks decided, with alcohol-free options
- Quotes compared on the same items: food, drinks, staff, tableware and setup
- Arrival, setup and collection times agreed in writing
- Contact person on the day of the celebration
- Invoice in the company’s name, with its tax ID (CIF)
- Invitation sent and reminder scheduled
Frequently asked questions
What should the invitation to the Christmas lunch say?
The date, start and end times, the exact place within the office, the format (drinks reception, buffet or seated meal) and a deadline to confirm attendance. Add a line for each person to note allergies, intolerances or diets, and another with the plan for anyone working from home that day. The more specific it is, the fewer questions you will get later.
What can you serve at an office Christmas buffet?
Finger food that is easy to eat and does not make a mess works well: croquettes, mini omelettes, skewers, mini baguette sandwiches, cheese and Iberian cured meat boards, and something sweet, such as sponge cake or mini pastries. Always add a vegetarian option and one suitable for coeliacs, and plan for water and an alcohol-free drink.
What ideas are there for celebrating Christmas at work?
As well as the food, you can organise a toast with a short speech from management, a Secret Santa with an agreed budget, a Christmas jumper contest or a photo corner. The most important thing is that it is short, starts on time and nobody feels obliged to take part.
How much food should you order per person?
It depends on the format. For a drinks reception that replaces lunch, the industry works on around 12 savoury pieces and 2 sweet ones per person; if it is only an aperitif before a seated meal, between 6 and 8 savoury ones. Add a 5% margin for the unexpected and for those who go back for more.
How many weeks ahead should you organise it?
It is advisable to start six to eight weeks ahead: that gives you time to approve the spend, compare proposals, check the space and collect dietary needs without rushing. For a lunch in mid-December, that means getting started between the end of October and the beginning of November. At María Lluch Catering we recommend requesting it at least 72 hours in advance; on high-demand dates, with more time. For Christmas, book before 30 November.
Next step
If you would like us to take care of your company’s Christmas meal, take a look at our office Christmas party in Madrid page, read about how quotes are compared and request information or a quote. Book before 30 November; we reply within 24–48 h.
Related service: Company Christmas party
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