The short version: narrow down dates and hold a venue first

The hardest things to change are the date and the venue. If you wait until all replies are in, December weekend evenings may already be taken. Once you have two or three candidate dates, hold a venue first, then collect attendance (information as of October 2026).

6–8 weeks before: date and budget

Friday and Saturday evenings are the most requested in December; adding weekday evenings widens your options. Estimate the minimum and maximum headcount, and decide whether it is a fee-based party and how much the company covers. With hourly venue pricing, the venue cost per person falls as attendance grows.

6 weeks before: compare and hold a venue

Filter by headcount and format, food carry-in and station access — see how to choose a year-end party venue in Aoyama. Visit shortlisted venues, and check when cancellation fees start.

4–5 weeks before: attendance and fees

Send the attendance form with a deadline 2–3 weeks before the party, and explain the fee and how it will be collected.

3 weeks before: catering and drinks

Caterers are busy in December too, so start talking to them with a provisional headcount. If you bring your own drinks, confirm where they can be chilled.

1–2 weeks before: run sheet and roles

Assign the toast, awards and closing speech; reception, cloakroom and catering pickup; and check how to connect a laptop and audio.

On the day

Venue hours include setup and teardown. For a 19:00 start, book from an hour earlier and allow 30–60 minutes after the end. Check rules on rubbish and restoring the room.

At VELE AOYAMA

Bookable up to 3 days ahead; a booking request places a hold, and we confirm after review. Cancellation is free up to 30 days before, 50% from 29 to 8 days, 100% from 7 days (peak season may have separate terms). Request a viewing from the booking page. Up to 100 standing, free food and alcohol carry-in and the caterer of your choice. Open 10:00–22:00; December weekend and holiday evenings are peak-season rates (pricing). See the year-end and Christmas party guide and the glossary.