A Company Christmas Party on a Boat Near Dallas: How It Works

Most office Christmas parties happen in a restaurant's back room or a hotel ballroom because that is what the office manager could find in November. A private boat on Lake Ray Hubbard is the other option: one price for the whole boat, a heated main deck with windows on three sides, screens for the slideshow, and 25 minutes from downtown Dallas. Office and company parties are most of what DFW Boat Ride books in the fall, so the crew has run this evening many times.

Here is what a December weeknight party looks like from the first cooler to the last car out of the lot. For the full planning reference, including pricing, deposits and food rules, see Private and Corporate Events on Lake Ray Hubbard: A Planning Guide.

Before the night: three decisions

The date. Weeknights in November and December are the open inventory. A Tuesday or Wednesday is easier to get than a Friday, and it keeps the team's weekend. Book with a backup date in mind.

The boat. For December, choose between the two boats with fully enclosed, heated main decks. Harbor Lights holds up to 90 guests, seats 72 at 8-foot tables on the main deck, and has three flat screens with HDMI, a PA microphone and a Bluetooth stereo. Sapphire Star, the largest inland boat in Texas, holds up to 140 and seats 96 on the main deck. Sapphire Moon is open air on both decks and holds 49; save it for a warm evening.

The food. Bring your own caterer, pick one from DFW Boat Ride's recommended caterers list, or bring the food yourselves. Every charter is BYOB, so the beer, wine, seltzers and cocktails come aboard in coolers. Sodas, water, juice and cups of ice are complimentary.

Once those are set, a 50% deposit secures the date and time and the balance is due 30 days before the cruise. Daytime charters start at $1,946 all-in; evening slots are quoted by boat and date. All-in means the crew, fuel, gratuity and taxes are inside the price. Call (214) 534-3797 and press 0 for a quote, or send your headcount through the company holiday parties page.

5:30 pm: the caterer and the decorations board

Hosts, caterers and anyone decorating get 30 minutes of pre-boarding before guests arrive; more time can be purchased if you want a longer setup. The dock is at The Harbor Rockwall, next to the lighthouse, behind the Hilton Dallas/Rockwall Lakefront.

Decorating rules are short. No candles, no sparklers, no smoking or vaping on board. Battery candles, garland on the tables and a tree in the corner are all fine. Chafing dish warmers are allowed in the serving areas, so hot food stays hot.

If there is a slideshow or an awards deck, this is when the laptop gets plugged into the HDMI on Harbor Lights and tested with the crew.

6:00 pm: guests board

Guests board at the dock 10 minutes before departure after completing the electronic waiver, which can be done on a phone in the parking lot. Self-parking is free in The Harbor Rockwall lots at Summer Lee Drive and Shoreline Trail, a 5 to 11 minute walk to the dock. Put that walk in the invitation so nobody arrives in the wrong shoes.

Coolers come aboard now. Rolling coolers work well. No kegs. Everyone drinking must be 21 or over with ID, and the crew will check.

6:20 pm: departure and the first hour

The boat leaves the harbor and the party starts the way any good one does, with drinks and the view. On a December evening the enclosed main deck is where most people stay. It is heated, the windows run floor to ceiling on Harbor Lights, and the harbor lights slide past outside. The sky deck is open air for anyone who wants to see the lake without glass in the way.

The Bluetooth stereo is yours. Send the playlist to one person in advance and hand the crew the phone.

7:15 pm: dinner

Dinner on the 8-foot tables. Harbor Lights seats 72 on the main deck, with another 72 seats on the upper deck for a mild night. Sapphire Star seats 96 on the main deck. A buffet set by the caterer during pre-boarding is the easiest version; plated service is possible with the right caterer.

Ask about dietary needs on the RSVP, not on the boat. A vegetarian tray and a gluten-free option cover most of a company, and the caterer needs a count, not a guess.

8:00 pm: the toast and the slideshow

This is the part a restaurant back room cannot do well. The PA microphone carries over the whole deck, so the person giving the toast does not have to shout. The three flat screens run the year-in-review or the photo slideshow from the laptop. Awards, a gift exchange, the ugly sweater vote: all of it works at the tables, and nobody has to find the manager to turn the music down.

Keep it to 20 minutes. People came for the boat.

8:30 pm: the sky deck

After the program the upper deck fills up. Coats on, drinks in hand, the lake dark on every side and the harbor lit up ahead. This is where the photos get taken. If you want a group shot, tell the crew when you board and they will find the moment.

9:30 pm: back at the dock

The boat is back at the dock and the party is over by 10, which on a weeknight is the right time. Cruises can run later if the quote covers it, but every charter ends by 11:30 pm.

Getting everyone home is simpler here than downtown. The parking lot is a short walk. Rideshares pick up at The Harbor. The Hilton Dallas/Rockwall Lakefront is next to the dock for anyone who should not be driving or is in from out of town.

What it costs, in plain terms

The charter is one price, all-in, for the whole boat. There is no per-head venue fee, no bar minimum and no corkage, because the bar is your coolers. The two things on top are the food and any extra pre-boarding time you buy. For a 60-person company, that is often less than a restaurant buyout with a drink package, and the room is yours alone.

The one thing to plan for

Private charters are non-refundable, with one exception. If on the day the captain decides conditions are unsafe because of severe weather, lightning within 10 miles or excessive wind, you get a refund of what you paid or a new date. A cold night is not a cancellation; the main deck is heated. A storm is. Have a backup date in your pocket and the risk is gone.

Frequently asked questions

How many people can a company Christmas party have on the boat? Harbor Lights holds up to 90 guests and seats 72 on the main deck. Sapphire Star holds up to 140 and seats 96 on the main deck. Headcount includes everyone aboard, including catering staff.

Can we bring our own alcohol? Yes. Every charter is BYOB: beer, wine, seltzers and cocktails in small to medium coolers. No kegs. Everyone drinking must be 21 or over with ID. Sodas, water, juice and ice are provided.

Is it warm enough in December? On Harbor Lights and Sapphire Star, yes. Both have fully enclosed, heated main decks. The upper decks are open air.

Can we decorate? Yes, with 30 minutes of pre-boarding included and more available for purchase. No candles, sparklers, smoking or vaping on board.

Where do people park? Self-parking is free in The Harbor Rockwall lots, a 5 to 11 minute walk to the dock. The Hilton Dallas/Rockwall Lakefront is next to the dock for overnight guests.

Packages and pricing at a glance

Charters come in three lengths: 1.5 hours for appetizers and drinks, 2 hours for dinner, and 3 hours for dinner with time for a toast. On Harbor Lights, a 1.5-hour cruise is $1,946 by day and $2,343 on a weeknight evening, with the crew, fuel, gratuity and taxes included. Any caterer is welcome. Our partner, Cater Dallas, runs about $11 a guest for appetizers. See the holiday party packages for the 2-hour and 3-hour rates.

Related reading: boat vs. banquet room for a company holiday party and what a private boat charter costs in Dallas.

December weeknights are still open. Check a date or call (214) 534-3797 and press 0.