Christmas Cookie Exchange Party Ideas For Large Groups

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Hosting a Christmas cookie exchange party can be a big undertaking, especially if you have a lot of people coming. With a little advanced planning you can make the party pretty effortless, because a cookie exchange is a more casual holiday get-together that doesn’t necessarily require a lot of formal food and drink to serve.

These are some things to keep in mind when you’re planning your event.

Preparation and Planning

Start by choosing an invitation and preparing your guest list. Depending on how many people you’ll have, you’ll need to decide on your venue.

If you have too many people to comfortably host at home, you might want to rent a local community clubhouse, or find a church that has a hall that’s available.

Make sure that you leave enough room for people to mingle, plus room for the cookies that they’ll be bringing, and space to serve food at the party.

Send the invitations a few weeks ahead to make sure that people have time to plan. Let your guests know how many cookies they’ll need to bring, and if there are any allergens that they’ll need to avoid if that’s important. If you want people to take home 1 or 2 dozen cookies, you should tell them to bring the same number of cookies to the party.

Ask people to try to bring their cookies on disposable plates so that you don’t need to keep track of who owns which plate afterward. You should have masking tape and markers available in case they come with the cookies on a plate that they need back. Have people write their names on the tape then stick it to the bottom of the plate so that you’ll know whose plate it is later.

Send out invitations well in advance.
RSVP management to keep track of who’s coming.
Ask about allergies or special dietary needs.
Tell people to bring the same number of cookies that they’ll take home to ensure each guest brings enough (usually one or two dozen per person).
Plan your baking schedule so that you know when and what to bake ahead of time.
Create a schedule for activities and food service.
Enlist friends or family to assist with setup and cleanup.
Have a strategy for cleanup after the party.
Have band-aids, cleaning supplies, etc., for any mishaps.

Make sure that you have enough space available.

You’ll need to have enough space to display the cookies that your guests bring, plus a station for plates that they can use to pack the cookies they’ll be taking home. You’ll also need to have some space for any food that you’ll be serving during the party, plus the plates and utensils that go with that.

Have tables for cookies that are large enough to showcase everything that people bring. The more people who are coming, the more flat counter space you’ll need so that everyone can put their plates down.
Enough seating for guests to sit and socialize.
A dining area or buffet station to set up any food you’ll be serving at the party. If you limit your menu to finger food that people can eat while standing up, you won’t need a lot of tables and seating, but you’ll still need room for people to circulate.
Trash cans in every room so that guests don’t have to search for a place to throw things away.

Materials for guests to take cookies home.

You’ll need to provide containers for guests to take cookies home. You can get these online, at the supermarket, or at party supply stores.

Cookie boxes or disposable plastic containers. You’ll want to provide sturdy boxes for guests to transport cookies home.
Labels for guests to use to include ingredients or allergen information.
Markers for writing names or messages on tags.
Twist ties or tape to secure bags and boxes.

Charcuterie board with variety of cheese and meats

Ideas for food to serve at the party.

You’ll probably need to serve some kind of finger food and drinks, and it’s a good idea to focus on savory items instead of focusing solely on sweets. (Guests will take eough sugar home with them!)

Make sure that you have plates, napkins, utensils, cups, and serving utensils near the food for guests to serve themselves.

Set up a hot cocoa bar with marshmallows, peppermint sticks, and whipped cream.
Offer a variety of coffee and tea options.
Savory snacks like cheese, crackers, and nuts to balance the sweet treats.
Fruit platters with fresh fruit for an option with no added sugar.
Non-alcoholic holiday punch.
Finger foods like mini sandwiches, sliders, or wraps.
Cheese and meat platters for a more substantial offering.
Vegetable trays with dips like ranch or hummus.
Serve desserts that aren’t cookies, like cupcakes or pastries.

Guest activities.

If you want to keep your event low-key, you don’t need to do any games or organized activities. If you do have activities, your guests can mingle and chat while they have some finger food for the first hour of the party, then have any activities after that.

If you want to have some organized activities, you can do informal craft stations or play games with the whole group after everyone has arrived. End the party with the cookie exchange where people go around the table with the cookies and choose the same number of cookies that they brought.

After the cookie swap people will tend to leave, so plan that for the end of the party.

Have your guests bring the recipe for the cookie they brought to create a recipe swap or exchange.
Play festive holiday tunes to set the mood.
Set up a photo booth with Christmas props for fun photos.
If you want to do a game, you could play Christmas-themed trivia or bingo.
Have name tags available to help guests mingle and remember each other.

Decorations.

If you’re lucky enough to have the party in a place that’s already decorated, you might not have to decorate at all. Other than that, you can go all out or keep things to a minimum. At the least, you should have some nice tablecloths and holiday decor on the tables to give the room a festive atmosphere.

Red and green tablecloths to add a holiday touch to tables.
Create a warm, cozy atmosphere using holiday string lights around the room.
Use ornaments as table centerpieces or decorations, and give them to guests at the end of the party.
Garlands and wreaths for walls and doors.
Holiday-themed plates and napkins to match the theme.
Themed signange to guide guests from station to station.
Snowflakes or other decorations hung around the party area.
Set up a Christmas tree if space allows.
Table settings with a holiday theme, including utensils, glasses, and napkins.

Safety and Comfort.

Have hand sanitizer available for guests to use.
Keep a first aid kit and make it accessible for any accidents.
Ensure there’s enough seating for everyone who would want to sit down.
Make sure that restrooms are clean and well-stocked.
If kids are attending, have kid-friendly treats and activities.
Plan so that there’s ample parking.
Be mindful of any special needs guests may have.
Be ready to adapt if things don’t go as planned.

Miscellaneous Tips.

Encourage guests to dress festively if you’d like to, but don’t be surprised if people don’t.
Clearly communicate how the exchange will work before people start taking cookies.
Make sure to note any common allergens, and incldue signs if needed to make sure that people know the ingredients. You can ask guests to list the ingredients in their cookies to put next to the cookies so that people know what’s in them.
Have extra cookies or snacks in case of higher turnout.
Send out holiday-themed invites for a festive touch.
Capture memories with photos throughout the party.
Assign roles for tidying up after the event.