Christmas party stubby holders are a practical way to give staff, clients and guests something useful while keeping your company branding visible throughout the event. They can work as table place settings, welcome gifts, drink markers or take-home merchandise, but the best result depends on planning the quantity, design and production timing before the end-of-year rush begins.
This guide explains how to plan branded stubby holders for a company Christmas party, from estimating numbers and choosing the right material to preparing artwork and making leftover stock useful.
Quick Answer
For most company Christmas parties, order one stubby holder for every confirmed attendee plus an extra 5% to 10% for late RSVPs, unexpected guests, replacements and staff who cannot attend. Choose 3mm neoprene for a lighter promotional option or 5mm neoprene for a more substantial gift. If you want to reuse leftovers, keep the main design evergreen and avoid printing the event date.
In This Article
- How many stubby holders do you need?
- Who should be included in the quantity?
- How many extras should you order?
- Should you choose 3mm or 5mm?
- What should you print on the design?
- Should the design be dated or evergreen?
- Can you add names or team variations?
- Should you include a QR code?
- How can the design stay inclusive?
- When should you order and distribute them?
- What can you do with leftover stock?
- Christmas party planning checklist
- Frequently asked questions
How Many Stubby Holders Do You Need?
Start with the most recent attendance estimate, not the total number of people invited. The right quantity is normally based on confirmed staff, partners, invited clients, contractors and event support personnel, followed by a sensible allowance for changes.
A simple ordering formula is:
Confirmed attendees + non-attending recipients + 5% to 10% extras = recommended order quantity
| Confirmed attendance | Suggested extras | Practical order quantity |
|---|---|---|
| 40 people | 4 to 6 | 45 to 50 |
| 75 people | 6 to 10 | 85 to 90 |
| 120 people | 10 to 15 | 130 to 140 |
| 200 people | 15 to 25 | 220 to 230 |
| 400 people | 30 to 45 | 430 to 450 |
Round the final number to a practical production quantity. A small buffer is usually less expensive and less stressful than arranging a separate short reprint close to the event.
Who Should Be Included in the Quantity?
Company Christmas party numbers often change because the original headcount includes only employees. Before approving the order, check whether the event also includes:
- Partners or family members
- Clients and suppliers
- Contractors, casual staff and remote team members
- Venue, entertainment or event staff receiving a gift
- Employees who cannot attend but will still receive end-of-year merchandise
- New starters joining before the event
If the stubby holders form part of a staff gift pack, use the gift recipient list rather than the catering headcount. If they will be placed at the bar or on tables, use the expected attendance and allow more extras because guests may collect more than one.
How Many Extras Should You Order?
A buffer of 5% is usually enough when the RSVP list is firm and distribution is controlled. Allow closer to 10% when attendance is uncertain, partners are welcome or the merchandise will be available for self-service.
Extra units are useful for:
- Late RSVPs and unexpected guests
- Replacements for misplaced or damaged items
- New employees starting after the order is placed
- Thank-you packs for suppliers and speakers
- Photos, office displays and future staff welcome packs
It is worth deciding what extras will be used for before ordering. When the design has an obvious future use, a slightly larger buffer is easier to justify.
Should You Choose 3mm or 5mm Stubby Holders?
Both options can suit a corporate Christmas party. The difference is mainly in feel, presentation and budget.
| Option | Best suited to | Planning consideration |
|---|---|---|
| 3mm standard | Large events, table giveaways and budget-conscious campaigns | Lighter and economical for higher quantities |
| 5mm standard | Staff gifts and branded event merchandise | Thicker feel and stronger perceived value |
| 5mm overlocked | Premium gifts and designs that suit a finished edge | Visible stitching adds a more structured look |
If the stubby holder is one item in a larger gift pack, 3mm may be enough. If it is the main take-home gift, 5mm can feel more substantial. The best option is the one that matches the event budget and the role the product plays on the day.
What Should You Print on the Design?
A company Christmas party design does not need to look like a standard corporate uniform. It can feel festive while still being recognisable as part of your brand.
Useful design elements include:
- Your company logo or a simplified logo lock-up
- A short end-of-year message
- A festive illustration or pattern using brand colours
- The company name, team name or event theme
- A QR code linking to approved event content
- A small website address or social handle where appropriate
Keep the main message short enough to read at arm’s length. Detailed paragraphs, multiple sponsor logos and very small contact information can make the design feel crowded. Strong contrast between the artwork and background is especially important when the stubby holder will be photographed indoors or under evening lighting.
Common copy options include:
- Cheers to the Team
- Thank You for a Brilliant Year
- Summer Starts Here
- Team [Company Name]
- Celebrating 2025 Together
Should the Design Be Dated or Evergreen?
A dated design creates a clear keepsake from a particular celebration. An evergreen design gives you more flexibility with unused stock.
| Design approach | Advantages | Trade-off |
|---|---|---|
| Event year or date included | Feels specific and commemorative | Leftovers are harder to reuse next year |
| Christmas wording without a year | Still festive and can be reused | Less specific to this year’s event |
| General company or summer theme | Useful at future staff, client and community events | May feel less like a Christmas keepsake |
If your attendance estimate is uncertain, an evergreen design is the safer choice. You can still make the event feel personal through the gift packaging, table card or accompanying note instead of printing the year on every holder.
Can You Add Names or Team Variations?
Individual names can make a gift feel personal, but they also introduce additional artwork, checking and distribution work. For a large team, department or location variations often provide a better balance between personalisation and practical production.
Possible approaches include:
- One common design for the entire company
- Different colours for departments or office locations
- A small set of approved slogans
- Separate designs for staff, clients and event organisers
- Individually named artwork when the final list is confirmed early
Keep a clear spreadsheet matching each version to its quantity and use consistent file names. If names are included, check spelling against an authoritative staff list before artwork approval. Also plan how the named holders will be sorted and handed out at the venue.
Should You Include a QR Code?
A QR code can connect a physical gift to useful event content. It may link to a shared photo gallery, event schedule, playlist, staff survey, charity campaign or internal thank-you message.
For reliable scanning:
- Use a high-contrast dark code on a light background
- Keep a clear quiet zone around the code
- Avoid placing it too close to seams, edges or curved areas
- Test a printed proof or size sample with several phones
- Use a destination URL that will remain active after the party
A QR code should support the design rather than dominate it. If the linked page is useful only during the event, update or redirect it afterwards so the gift does not lead to an expired page.
How Can the Design Stay Inclusive?
Not every employee celebrates Christmas in the same way, and not every attendee drinks alcohol. A stubby holder can still be useful for cans of soft drink, sparkling water and other chilled beverages, so the artwork does not need to focus only on beer.
Inclusive wording such as end-of-year celebration, summer party or thank you to our team can work well for a diverse workplace. If the event has a specific Christmas theme, keep the message welcoming and consistent with your company’s culture.
Avoid jokes that depend on heavy drinking, personal characteristics or inside references that may exclude guests. The design will often be kept and seen outside the event, so it should represent the company comfortably in a wider setting.
When Should You Order and How Should You Distribute Them?
End-of-year production calendars fill quickly. Start the project as soon as the event date, approximate attendance and budget are known. Allow time for internal approvals, artwork preparation, production, delivery and a buffer for changes.
- Confirm the purpose. Decide whether the holders are table items, welcome gifts, staff gifts or part of a larger pack.
- Estimate quantity. Use the latest RSVP or recipient list and add a buffer.
- Choose the product. Select the thickness, edge finish and design approach.
- Prepare artwork. Gather the approved logo, brand colours and final copy.
- Approve the proof. Check names, dates, QR codes, contrast and quantities carefully.
- Plan delivery. Allow enough time to sort, pack and transport the order to the venue.
Distribution affects the quantity and artwork choice. Named holders should be laid out alphabetically or packed by department. General designs can be placed at each seat, included in gift bags or handed out at registration. Avoid leaving the entire order unattended at a self-service bar if every guest is meant to receive exactly one.
What Can You Do With Leftover Stock?
Unused stubby holders do not need to become waste. Evergreen company artwork can be reused for:
- New employee welcome packs
- Client and supplier gifts
- Trade shows and community events
- Company BBQs and team days
- Social media giveaways
- Office kitchen or staff social areas
Store leftovers flat in a clean, dry location and record the remaining quantity after the event. This makes it easier for the marketing, HR or events team to find and reuse them later.
Christmas Party Stubby Holder Checklist
- Confirm whether the order is for attendees, all staff or both
- Include partners, clients, contractors and support staff where required
- Add a 5% to 10% quantity buffer
- Choose between 3mm, 5mm and 5mm overlocked styles
- Decide whether the design will be dated or reusable
- Use approved logo files and high-contrast artwork
- Check every name, date and QR code before approval
- Allow extra time for the end-of-year production rush
- Plan how items will be sorted and distributed
- Record and store leftover stock for future use
Frequently Asked Questions
How many Christmas party stubby holders should a company order?
Order one for each confirmed recipient, then add 5% to 10% for late changes, replacements and useful leftover stock. Use the staff gift list rather than the catering headcount if employees who cannot attend will still receive one.
Are 3mm or 5mm stubby holders better for a corporate Christmas party?
3mm holders are a practical promotional option for larger quantities, while 5mm holders have a thicker feel that can suit a more substantial staff gift. Both can carry full-colour branded artwork.
Should the company Christmas party design include the year?
Include the year when you want a specific event keepsake. Leave it off when you expect leftover stock or want to use the same design for future company events.
Can different departments have different designs?
Yes. Departments, locations or teams can use different colours, names or approved messages. Confirm the quantity for every version and label the artwork files clearly before production.
Can a QR code be printed on a Christmas party stubby holder?
Yes. Use strong contrast, sufficient size and a clear area around the code. Test it with multiple phones and link to a page that will remain available after the event.
How early should we order for an end-of-year event?
Order as early as practical because artwork approvals, production and freight can take longer during the busy end-of-year period. Work backwards from the event date and include time for sorting and distribution after delivery.
Can the design avoid alcohol-focused messaging?
Yes. Stubby holders also suit soft drinks and sparkling water. Inclusive messages about the team, summer or the end of the year can represent a wider range of guests.
Final Thoughts
The strongest company Christmas party merchandise is useful on the day and still relevant afterwards. A clear quantity plan, simple artwork, realistic production schedule and thoughtful distribution process will help your branded stubby holders feel like a considered staff gift rather than a last-minute giveaway.
