How to Plan an Office Goodbye Party: A Simple Guide

To plan an office goodbye party, pick a date with the person leaving, set a budget, and split up the tasks among two or three coworkers. Then plan a short get-together, a personal speech, and a group gift chosen without putting anyone under financial pressure. Whether someone is retiring or starting a new job, the goal is the same: thank them without making them sit through a ceremony they’d rather skip.

When should you set the date, and who should you invite?

Plan the party two to three weeks ahead, at a time when the guest of honor and their closest coworkers are available.

Don’t automatically choose their last day. They may need to hand off projects, return equipment, or catch a train. A lunch or late-afternoon get-together a few days before they leave gives everyone more flexibility.

Ask what they’d prefer first, even if the gift itself is a surprise:

We’d love to celebrate your time with the team. Would you prefer lunch, coffee, or a quick get-together at the end of the day? Is there anyone you’d like us to invite?

Then check the room, permitted hours, and any workplace guidelines with a manager or office coordinator. For a retirement party, ask whether the person would like former coworkers to join. Don’t contact their family without asking first.

Send the invitation about two weeks ahead and ask people to RSVP five days before the party:

Hi everyone, we’re getting together to celebrate Camille’s next chapter on Thursday, June 18, from 4:30 to 5:30 p.m. in the break room. Please RSVP by Friday, June 12. We’re also putting together a group gift, but contributing is completely optional.

For remote coworkers, offer a way to join for the speech instead of asking them to sit through an hour of watching a buffet they can’t reach.

What budget should you plan for, and how should you split it?

Keep the party budget separate from the gift budget, and find out what the company will cover before asking coworkers to contribute.

The amounts below are general planning guidelines, not amounts anyone has to pay. Costs can vary depending on the venue, local options, and your team’s usual get-togethers.

Item	Suggested budget	What it might cover
Coffee and snacks	$5–$10 per person	Coffee, tea, juice, and a few treats
Simple office party	$10–$20 per person	Drinks and a mix of sweet or savory snacks
Catered lunch	$20–$35 per person	Individual meals or a more substantial spread
Group gift	$10–$25 per contributor	A suggested amount, with no set contribution

For 15 people, a simple office party would come to about $150–$300, not including the gift. Ask whether the company can cover drinks, catering, or the room. Don’t have a coworker put a large expense on their own card unless reimbursement has been approved.

Choose someone to track expenses and keep receipts. For the gift, set a deadline and say what will happen to any extra money before you collect contributions.

If you’d like to contribute to Camille’s gift, you can give any amount by June 10. No pressure—a note in the card is just as welcome.

Never share how much each person contributed. One reminder to the group is enough.

How do you set up a simple office get-together?

Plan for 45 to 60 minutes, with an easy-to-serve spread and clear assignments.

The easiest approach is to pick three point people: one for the room and food, one for the gift and card, and one for the speech. On a small team, two people can split these jobs.

Five days before, confirm the headcount and ask about dietary restrictions without asking for personal details. Choose food with clearly labeled ingredients and keep the packaging. Have enough water and nonalcoholic drinks; alcohol isn’t necessary and should follow workplace rules.

The day before, run through this quick checklist:

• Room reserved and accessible to all invited guests.
• Food order confirmed, with someone assigned to pick it up or receive it.
• Cups, napkins, utensils, and trash bags ready.
• Card signed and gift ready to present.
• Video call tested if remote coworkers are joining.

On the day, leave 20 to 30 minutes to set up. Put drinks in a separate spot to prevent a crowd around the food. Decide who will clean up, too—the person leaving shouldn’t end up holding the sponge.

What should you say in a goodbye speech?

Keep the speech to two or three minutes, and build it around a thank-you, a specific memory, and a wish for what comes next.

One person can speak for the team. If several coworkers want to say something, agree on an order and keep each turn to a minute. Leave room for people to chat naturally, too.

Here’s a template you can make your own:

Camille, thank you for all these years with us. We’ll always remember how calm you were during September’s project launch and how you helped new teammates find their footing. We’ll miss you, and we hope this next chapter brings you lots to look forward to. Here’s a gift and a few words from the whole team.

Choose a story everyone can follow. Skip embarrassing moments, jokes about age, and details about the person’s next salary. For a retirement, mention things you know they’re looking forward to without assuming they’ll spend every day gardening.

Ask ahead of time whether they’d like to say a few words. They may prefer to simply say thank you. Check before taking or sharing photos.

How do you choose and present a group gift?

Choose a gift based on something the person is known to enjoy and the amount you actually collected, not a stereotype about changing jobs or retiring.

A close coworker can discreetly ask what they’d like. Something connected to a hobby, an outing the person can choose, or a contribution toward a specific goal is usually a better fit than an expensive but impersonal purchase.

Before ordering, check three things:

• Do they already own this item?
• Does an activity come with a date, travel, or a reservation they’ll need to work around?
• Do the shipping and return timelines work?

If they’d rather share their own ideas, Seizenn is a free, ad-free gift list service. They can add gifts from different stores and share a single link; coworkers can browse the list and reserve a gift without creating an account. You can check out the office goodbye party page, see an example goodbye gift list, or create a goodbye gift list.

Coworkers can also chip in together, with each person choosing how much to give. The money goes directly to the recipient through their payment link or bank account; Seizenn doesn’t collect it. If you’d rather buy a surprise gift yourselves, choose a coworker to collect contributions and place the order.

Give the gift after the speech, along with a card where everyone can share a memory. If it hasn’t arrived yet, be clear about what you ordered and when it’s expected—don’t promise a delivery date you can’t guarantee.

The essentials

A good office goodbye party comes down to simple planning, a transparent budget, and a thoughtful personal touch.

• Two to three weeks ahead: agree on the date and format with the person leaving.
• Two weeks ahead: reserve the space and invite coworkers.
• From the start: keep party expenses separate from gift contributions.
• Five days ahead: confirm RSVPs and finalize the food order.
• The day before: gather the card, gift, and supplies.
• The day of: keep it brief, offer a specific thank-you, and give people time to catch up.
• After the party: settle reimbursements and thank everyone who helped.