Many SSAFA branches already organise successful Christmas lunches, dinners and festive gatherings each year. If your branch already has an approach that works well, we'd encourage you to continue with what works for your local community.
This guide is intended to provide ideas, inspiration and practical support for branches considering a Christmas meal as part of Operation Christmas Cheer.
There is no one-size-fits-all approach. Your event could be a fully funded Christmas dinner, a subsidised meal, a pay-for-yourself social gathering, or something in between.
The most important thing is creating an opportunity for connection, companionship and Christmas cheer.
Below is a downloadable/printable easy to follow version of this guide
Even if your branch isn’t planning to host external guests such as beneficiaries or stakeholders, we strongly encourage every branch to take the opportunity to thank and celebrate its volunteers at Christmas. The branch should be a welcoming social hub and source of support for all volunteers, and a Christmas meal is a lovely way to bring everyone together, recognise their hard work over the past year and strengthen that sense of belonging. Caseworkers, CEVs and mentors can enjoy a relaxed social occasion together, with local employees also invited to join the celebration. The branch may cover the cost of the meal, where this is included in the Branch Community Engagement Plan and in line with the Use of Funds guidance, allowing everyone to relax, enjoy themselves and celebrate as one team. Remember to speak to your Regional Community Engagment Manager if you need any support or take a look at the below guidance.
Step 1: Decide What Type of Event You Want to Deliver
Before you begin, think about what you want to achieve.
Will your event be:
- Fully funded and free to attend
- Subsidised by the branch
- Self-funded by attendees
- A combination of sponsored and paid places
Some branches may choose to fund places for beneficiaries whilst offering paid places to supporters and volunteers.
There is no right or wrong approach. Choose the option that works best for your branch, budget and community.
Step 2: Set Your Budget
Before booking anything, establish:
- Total budget available
- Estimated cost per person
- Number of attendees you would like to accommodate
- Whether sponsorship opportunities exist
Remember to budget for more than just food.
Possible costs include:
- Venue hire
- Meals
- Tea and coffee
- Decorations
- Entertainment
- Raffle prizes
- Transport support
- Small gifts
- Printing
- Payment platform fees
Step 3: Find the Right Venue
Reach out to local venues to understand:
- Capacity
- Menu options
- Pricing
- Accessibility
- Availability
Potential venues include:
- Hotels
- Restaurants
- Cafés
- Garden centres
- Community centres
- Golf clubs
- Social clubs
- Village halls
- Sports clubs
Many venues offer discounts for:
- Charities
- Large groups
- Off-peak dates
- Midweek bookings
It never hurts to ask.
Things to Consider When Choosing a Venue
- Step-free access
- Accessible toilets
- Parking availability
- Public transport links
- Space for mobility aids
- Suitable noise levels
- Dietary flexibility
- Private function room availability
Remember that the cheapest venue isn't always the most suitable.
Step 4: Decide Who You Want to Invite
Think about your audience.
Will the event be open to:
- Members of the Armed Forces community
- Veterans
- Serving personnel
- Previous beneficiaries
- Branch supporters
- Volunteers
- Carers and family members
- A mixture of all of the above
Defining your audience early helps determine venue size, budget and promotion.
Step 5: Decide How Places Will Be Allocated
There are several ways you can manage attendance.
Invitation Only
Ideal when spaces are limited or the event is aimed at a particular group.
First Come, First Served
Simple and easy to administer.
Nominated Attendees
Caseworkers, the Regional Office, Community Engagement Manager, Mentoring or partner organisations nominate attendees.
Hybrid Approach
A combination of nominated and publicly available places.
Step 6: Manage Bookings
Online platforms can make managing attendance significantly easier.
Consider:
- TryBooking
- Eventbrite
- Ticket Tailor
These platforms can help capture:
- Contact details
- Dietary requirements
- Menu selections
- Accessibility requirements
- Emergency contact information
- Booking confirmations
Please note that Eventbrite and similar platforms may charge fees for paid events.
Always check pricing structures before choosing a platform.
Step 7: Food and Menu Choices
Work with your venue to establish:
- Dietary requirements
- Vegetarian options
- Vegan options
- Gluten-free options
- Allergen information
- Children's meals (if applicable)
It's often helpful to request meal choices in advance.
This makes both planning and service delivery much smoother.
Step 8: Consider Transport
For some people, transport can be the biggest barrier to attendance.
Think about:
- Public Transport
- Local taxi companies
- Community transport schemes
- Lift sharing
- Accessible transport needs
Step 9: Decide Whether You Want Entertainment
Not every Christmas meal needs entertainment.
Sometimes the opportunity to simply sit and chat is enough.
However, you may wish to consider:
- Live music
- Choirs
- Carol singers
- Christmas quiz
- Raffle
- Bingo
- Guest speaker
- Christmas jumper competition
Keep activities simple and inclusive.
Step 10: Organise Volunteers
You may need volunteers to help with:
- Welcoming guests
- Registration
- Seating attendees
- Supporting individuals with mobility needs
- Photography (with consent)
- Raffle activities
- Transport
- Clearing down afterwards
Consider appointing a designated event lead who can oversee the day.
Step 11: Make Everyone Feel Included
The meal itself is only one part of the experience.
Consider:
- Seating plans
- Introducing people who don't know each other
- Keeping an eye out for anyone sitting alone
- Welcoming new attendees
- Creating a warm, relaxed atmosphere
The goal is connection, not simply serving lunch.
Step 12: Capture the Impact
After the event:
- Thank volunteers
- Thank sponsors
- Thank venue staff
- Capture feedback
- Gather photographs (with consent)
- Share your success story
Remember to celebrate what your branch has achieved.
Top Tips
- Book early. Christmas dates disappear quickly.
- Ask for charity discounts.
- Consider transport from the start.
- Keep booking arrangements simple.
- Plan for dietary requirements.
- Remember that companionship is often more important than the meal itself.
Final Thought
A Christmas meal doesn't have to be large, expensive or elaborate to make a difference.
Whether you're hosting ten people in a local café or one hundred guests at a hotel, creating an opportunity for people to come together, share a meal and enjoy each other's company can be one of the most meaningful gifts your branch gives this Christmas.
Example 1: Fully Funded Christmas Lunch
A branch decides to host a free Christmas lunch for members of the local Armed Forces community.
- Budget: £1,500
- Attendees: 50
- Cost: £30 per person
- Venue: Local hotel
The branch reaches out to several local venues and secures a discounted charity rate.
Places are made available through a combination of caseworker referrals, referrals from the mentoring team and nominations from the local veterans' hub.
Attendees register through TryBooking, allowing dietary requirements to be collected in advance.
Volunteers welcome guests, assist with seating and help create a friendly atmosphere. The event includes a short raffle and festive music.
The venue is a central location close to public transport links and easy car parking options.
Example 2: Community Christmas Meal
A branch wishes to bring people together but has limited funding.
The branch partners with a local pub restaurant which offers a reduced Christmas menu.
Attendees pay for their own meal, but the branch covers room hire, festive decorations and tea/coffee.
The event is promoted through local breakfast clubs, branch social media and partner organisations.
The result is a low-cost social event that still provides an opportunity for connection and festive cheer.