Welcome therapists and group practice owners! I’m Nicole McCance, psychologist turned business coach for therapists. I scaled my practice to 55 therapists and multiple seven figures in three years with toddler twins at home, and during that time, I learned a lot about building a team culture that people love.
One of my favourite rituals each year is our holiday party. If you’re a newer leader, planning can feel confusing. Thinking about budget, format, invitations, activities, timing, etc. can be a lot. This playbook will make it easy, fun, and totally you!
P.S. Not a huge fan of reading blogs? (I’m more of a podcast girl myself) You can listen to my podcast episode all about this topic by clicking here! or by watching my YouTube video below!
Choosing Your Holiday Party Format
I still remember the first holiday party I ever planned for my team, because I had no idea what I was doing! I overbooked, overspent, and learned so much along the way. The good news is, after years of doing this (and a few hilarious mistakes), I’ve learned there’s no one right way to throw a great party. What matters most is creating an experience that feels warm, connected, and true to your team’s vibe.
Start by choosing the kind of gathering that fits your group best. Each option below can be amazing with a little intention.
Restaurant party (great for tight teams):
- Pick a cuisine most palates enjoy. Italian is a crowd-pleaser for picky eaters and dietary tweaks.
- Ask for a private room and family-style service so everyone samples a bit of everything.
- Use a movement timer. Every hour, invite people to swap seats! First with someone they miss, then with someone they rarely talk to. This keeps conversation fresh and helps everyone feel seen.
- Secret Santa at the table adds laughter and breaks up that “stuck in your seat” energy.
Activity + bites (great for newer or larger teams):
- Karaoke, bowling lounges, axe throwing, escape rooms, cookie decorating, cocktail classes, etc. These are all fun and full of built-in mingling.
- If you book dinner and an activity, give dessert and conversation time to breathe before rushing off to the next thing.
At-home or in-office party (great for tight budgets):
- Potluck or simple catering, plus a signature cocktail/mocktail or mimosa bar.
- Build a shared Spotify playlist so everyone adds two or three songs.
- If you have space, set up little “zones”: a photo corner, a game table, and a cozy chat spot.
Secret Santa that’s actually fun:
- Use “Elfster” to draw names, set a spend limit, and let people add wish lists.
- Bring gifts in plain bags to hide the gifter. Distribute by recipient name.
- Each person opens and guesses who bought for them! It’s funny, thoughtful, and seriously bonds a team.
Who is Invited (Partners or No Partners)?:
Poll your team. Many prefer a team-only vibe early on, then add partners once your culture is solid and cash flow is stronger. Remember that partners double your cost and not everyone wants to mix family and work (yet!).
Budget, Timeline, and Easy Planning Steps
We’re getting closer to your amazing holiday party!
Now, once you know the “what”, it’s time to figure out the “how”. I want you to plan this like you’d plan a perfect session schedule… thoughtful, paced, and full of joy. Whether you’re hosting six people or sixty, a little structure makes everything feel smoother.
I like to start early (as in, book your spot in August early). It might sound dramatic, but the best venues go fast, and you deserve your first pick. Planning ahead also keeps the budget manageable with no last-minute “everything’s booked” panic.
Your quick budget guide:
- Plan for about $100 per person all in. That usually covers an appetizer, entrée, one or two drinks, taxes, and tip.
- On a tighter budget, try: potluck at home, pizza and salad bars, mocktail stations, or cookie decorating kits. The point is connection, not perfection.
The five-step planning checklist:
- Pick your format and date at least 6–10 weeks ahead.
- Poll your team (use a platform like Google Chat): format, partners, and drink preferences.
- Lock your venue early and confirm if you can decorate or play your own music.
- Plan the flow. Example for a restaurant: arrivals and mocktails → seat rotation → dinner → Secret Santa → dessert and cappuccinos → toast.
- Capture memories. Assign a photographer (or a teammate!) to grab candid photos and group shots.
Menu and inclusivity tips:
- Collect allergies and preferences in advance, including non-alcoholic drink options.
- Label dishes at home or in-office parties.
- Offer a fun zero-proof cocktail so everyone feels included.
For virtual or hybrid teams:
If your team is spread out, try to bring them together live once or twice a year. But if travel’s not an option, go all in on a virtual vibe:
- Zoom Secret Santa with mailed or Amazon gifts
- Holiday bake-along with hot cocoa
- Virtual happy hour with the same mocktail recipe
- Online trivia or escape room (the competition gets hilarious)
Culture Builders That Make Your Party Unforgettable
This is where the magic happens! Holiday parties are so much more than good food or photo booths. At the end of the day, they’re about belonging. These are the nights your team will talk about all year.
A few small touches go a long way:
- Seat-swap timer: Keeps conversation flowing and helps newer team members feel included.
- Thoughtful gifting: Elfster wish lists plus a low spend cap encourage creativity without pressure.
- Signature welcome: A mocktail toast, personalized name cards, or a quick “thank you for being part of this team” speech from you.
- Music and lighting: Turn off the fluorescents, bring in candles, soft lamps, or twinkle lights.
- Photos and keepsakes: Encourage “dress to impress” moments, snap a few professional photos, and send them after with a short note.
Want the 2025 Holiday Party Playbook?
I’m just covering the basics here! Send me a DM on Instagram with the words “Holiday Playbook” and I’ll send you everything you need to have the holiday party everyone will be talking about.
Inside, you’ll get my full Holiday Party Playbook, complete with sample timelines, polls, budget templates, and my favourite seat-swap prompts to make hosting effortless. Whether you’re planning your very first party or you’ve been leading for years, this guide will help you create something meaningful that your team will actually remember.
So, pour yourself something sparkly, block off an afternoon to plan, and let me make it simple for you. You deserve to have just as much fun at your own party as everyone else.
Want even more tips on growing your practice? Follow me on Instagram and listen to my podcast for all the best support for growing your therapy practice and attracting more clients!
Your business bestie,
Nicole
