Christmas parties 2026: venue booking, costs and checklist

Schedule: how you proceed

For Christmas parties, demand is concentrated on Friday and Saturday evenings in November and December. If the date is flexible, a weekday evening or early November usually gives you more choice. Once you know the date you want, make the booking in writing straight away, even if the programme and menu are fine-tuned later.

Before requesting quotes, it is worth deciding three things: the estimated number of participants, the budget per head and whether the event is for staff only or also for customers or partners. The last point affects the company's taxation, so it is good to settle it before booking.

Decide the date, number of participants and budget.
Ask for a quote from at least two or three venues using the same information.
Make a written booking and check the cancellation terms.
Agree on the catering, drinks and programme.
Notify the final number of guests by the date requested by the venue.

What the costs consist of

Venue prices vary greatly by town, day of the week and standard of the venue, so the most reliable approach is to compare the venues' own price lists and quotes. The total price usually consists of several items, and some of them may be included in the venue price while others are not.

Ask for a quote that itemises every line. That way you can see what you are comparing and avoid surprises on the invoice. A business should also check whether the quoted price includes or excludes VAT.

venue rent and rental period (including set-up and dismantling time)
food, drinks and serving staff
programme, sound system and technology
cleaning, linens and tableware
door supervision or security guarding at larger events
transport to the event and home

What to check in the lease

Problems with Christmas parties most often arise from unclear terms: the rental period ends earlier than expected, cleaning is invoiced separately, or cancelling means paying the full price. Read the contract before signing and ask for unclear points in writing.

At what time can you get access to the space and when must it be empty?
What is included in the price and what is invoiced separately?
What is the maximum permitted number of people in the space?
Can you bring your own food, drinks or catering to the venue?
Cancellation terms: until what date is cancellation free of charge, and how much does a late cancellation cost?
Who is liable for damage, and is the property insured?
Are there restrictions on sound reproduction or closing time?

Alcohol service and notifications

If the party is held in a restaurant or hotel, drinks are generally bought from the venue's own selection, because consuming a customer's own alcoholic drinks at a licensed premises is prohibited. If, on the other hand, you rent the space without catering and serve drinks yourself free of charge to invited guests, it is not a sale. If a charge is made for the drinks, for example as part of a participation fee, a licensed operator is needed. From 1.1.2026, serving licences are the responsibility of the Licensing and Supervision Agency.

A workplace's own Christmas party is an invitation-only event, and no public event notification is made to the police for it. If you sell tickets to a party open to everyone, it is a public event. You can find more detailed instructions on permits and deadlines in Venue Radar's guide to serving alcohol and permits at parties.

Employer's Christmas parties and taxation

According to the Finnish Tax Administration's in-depth guidance Staff benefits in taxation (in force from 1.1.2025), recreational and hobby activities organised by the employer are a tax-free benefit for the employee when they are provided to the whole staff and are customary and reasonable. The provision is in section 69, subsection 1, paragraph 4 of the Income Tax Act. In the guidance example, a business unit uses its recreation budget to organise a Christmas party.

No euro limit has been set for recreational activities; instead, reasonableness is assessed on the basis of monetary value, content and customariness. The benefit remains collective even if not everyone takes part, but it must not be aimed only at pre-selected people, such as management alone. If the conditions are not met, the benefit is taxable pay for the employee.

According to the guidance, a spouse's participation in customary events such as summer or Christmas parties can also be tax-exempt when participation is customary and the benefit is reasonable, taking the spouse's costs into account as well. If customers are invited to the same event, the treatment of the costs may change. Check the interpretation with your accounting firm or the Finnish Tax Administration (Verohallinto) before the event.

Checklist a week before

Go through these at the latest a week before the party:

final number of participants and special diets to the venue or caterer
schedule, programme and person in charge on site
transport and journeys home, especially at parties that end late
keys to the venue or a contact person, cleaning and handover instructions
information for participants about the time, place and dress code

Find a venue with the Venue Radar

In Venue Radar you can compare venues and their price lists. When you request a quote, also ask about available dates for Christmas parties, cancellation terms, alcohol serving practices and the maximum permitted number of people.

Frequently asked questions

Is there a euro tax-exemption limit for Christmas parties?

No. According to the Tax Administration's guidance, there is no euro limit on recreational activities. Tax exemption requires that the event is intended for the whole staff and is customary and reasonable.

Can a Christmas party be held for just one team?

In the Finnish Tax Administration's guidance example, a business unit uses its recreation budget for a Christmas party. The benefit may not, however, be directed only at pre-selected persons, such as management alone.

May you bring your own drinks to a rented venue?

It depends on the venue. In a licensed premises such as a restaurant, customers may not consume their own alcoholic drinks. In other venues the rental terms decide, so ask before booking.

Venue Radar brings together the topic's figures, deadlines and services. Open Venue Radar →

Calculate it yourself

Ready-made tools

Event safety package · Rescue plan template, risk assessment and permit checklist
Party planning and catering calculator · Guest list, budget and catering quantities by number of guests

Sources

The article is general information and does not replace the guidance of an authority, a lawyer or an adviser. Check up-to-date information from the sources.