December parties have a way of sneaking up. One week you’re setting a date, and the next you’re wondering who’s picking up the food and whether there’s enough of it. This timeline breaks holiday party BBQ catering into one job per week, starting eight weeks out, so the big decisions happen early and the last few days stay calm.

We’re Station One Smokehouse, a wood-fired, Texas-style BBQ restaurant with locations in downtown Plainfield and Yorkville. Our catering is built around pans of smoked meats and sides, which makes it a natural fit for an office party in the break room or a family gathering at home. Here’s how to plan one without the scramble.

Why Smoked Meat Makes Holiday Hosting Easier

The hardest part of BBQ is the time. A brisket takes 14 to 16 hours on our wood-burning smoker, and by the time you pick up your order, all of that work is done. You aren’t carving a bird while guests arrive or fighting for oven space with three casseroles.

Catering pans also come with serving counts on the menu, so planning is simple arithmetic instead of guesswork. And BBQ suits a mixed crowd. Coworkers who barely know each other and relatives who see each other every week can all find something they like between brisket, pulled pork, smoked turkey and a table of sides.

The 8-Week Holiday Party Catering Timeline

8 Weeks Out: Set the Date and a Headcount Range

Pick the date first, because everything else depends on it. Then decide where the party happens (the office, someone’s home, or a space you’re setting up yourself) and write down a realistic headcount range. You don’t need an exact number yet. “Somewhere between 30 and 40” is plenty to start with.

This is also the week to settle on a budget. One thing to know up front: our catering orders need to exceed $100. Smaller orders can be placed in the restaurant or online instead.

6 Weeks Out: Choose the Format and the Menu Shape

Decide how people will eat. A buffet line works for most holiday parties, since guests can graze while they talk. For an office party that runs through a long lunch, a spread people can come back to all afternoon keeps things relaxed.

Next, sketch the menu. Most hosts do well with two or three meats and three or four sides. Brisket and pulled pork cover a lot of tastes, smoked turkey feels right at a holiday table, and pork belly burnt ends or jalapeño cheddar links give the adventurous eaters something to talk about. Browse the full BBQ catering menu to see every meat, side and dessert with its pan sizes.

If you want the simplest possible setup, BBQ party trays are worth a look. Planning for coworkers specifically? Our guide to corporate BBQ catering covers what works for office crowds the rest of the year, too.

4 Weeks Out: Firm Up the Guest List and Check Holiday Specials

Send the invite with an RSVP date about two weeks before the party. Ask about dietary needs on the RSVP so you aren’t guessing later.

It’s also a good week to look at holiday specials. Our Christmas special menu from last season shows how our holiday pre-orders work: a set menu, a firm ordering cutoff, and pickups served cold with reheating instructions. Specials change from year to year, so check the current season’s details before you build your party around them.

3 Weeks Out: Run the Portion Math

With a solid headcount range, you can size the order. Our catering menu lists servings per pan: a half pan of any meat serves 10 to 12 people, and a full pan serves 20 to 25. Sides stretch further. A half pan of mac and cheese serves 25 to 30, for example, and a half pan of coleslaw serves 30 to 35.

Here’s one way to build it for 40 guests with two meats. Since most people will take some of each, plan about 20 servings per meat, which works out to two half pans of brisket and two half pans of pulled pork. Add a half pan of each side, cornbread with honey butter (a half pan is 15 pieces, a full pan is 30), and buns if you’re serving sandwiches. For a deeper breakdown by appetite and time of day, see our guide to how much BBQ per person.

2 Weeks Out: Place the Catering Order

Catering orders typically need 48 hours’ notice, but weekend and holiday slots go fast. Ordering about two weeks ahead is the safer move in December, and it leaves room to adjust if plans shift.

Use our online catering order form and add the extras while you’re there. We offer chafing dishes with Sternos, serving spoons, tongs and spatulas, plates and cutlery sets, pickles, and 16-ounce sauces in House, Texas, Vinegar and Bourbon Peach Sweet. Keep in mind that orders can’t be cancelled within 48 hours of pickup.

1 Week Out: Confirm the Count and Plan the Room

Check your RSVPs against the order. If your number has moved a lot, reach out to us well before that 48-hour window. Then map the room: where the food table goes, where people will stand or sit to eat, and where trash and drinks will be. Putting drinks away from the buffet keeps the line moving.

The Day Before: Clear the Decks

Clear the serving table, set out chafing frames if you ordered them, and decide where each pan will sit. Pick up ice and trash bags. Figure out who’s doing the pickup, and make sure their car has a flat, open space for the pans.

Pickup Day

Leave a buffer between pickup and the party’s start time. Bring a helper for a large order, and set pans flat on the floor or in the trunk rather than on a seat. Once you’re back, set up the line, light the Sternos, and let the food do the work.

Holiday Party Catering FAQs

How far in advance should I book holiday catering?

Our catering orders typically require 48 hours’ notice, and you can email info@stationonesmokehouse.com to ask about shorter notice. For December parties, especially on weekends, ordering two to three weeks ahead is the safer choice because holiday slots fill quickly.

Do you cater corporate holiday parties in Plainfield and Yorkville?

Yes. Our catering menu serves both locations, and it works as well for an office lunch as it does for a family party at home. We also deliver catering orders, so ask about delivery when you order.

How many meats should I serve at a holiday party?

Two or three suits most groups. One meat can feel thin for a celebration, and going past three means smaller amounts of each.

Is there an easy extra for employees or guests?

Station One gift cards make a simple add-on for employee thank-yous or a holiday raffle.

Get Your Holiday Party on the Calendar

The earlier the date is set, the easier every other week on this list becomes. Start with the menu, and if you have questions about a big headcount, a tight timeline or anything else, contact our team and we’ll help you work it out.