Secret Santa planning timeline
Start Secret Santa planning in early November, about six weeks before a mid-December swap. Pick the date and budget first, draw names three weeks out, and send a reminder a week before. Here is the week by week plan.
The timeline at a glance
| Week | Tasks |
|---|---|
| Early Nov (week 1) | Pick the swap date, budget and any theme. Make a list of who might join. |
| Mid Nov (week 2) | Send the invite with a join deadline. Share the rules. |
| Week 3 | Close sign-ups. Add exclusions. Draw names. |
| Week 4 | People open their match and ask questions. Wishlists go in. |
| Week 5 | Shop and ship. Remote gifts go out. |
| Week 6 (swap week) | Send a reminder. Prepare the reveal. Hand over gifts. |
| After | Thank the group. Delete the data. |
Week 1: decide the basics
- Date: choose the last workday or weekend before the break.
- Budget: see how much to spend.
- Theme: pick one from theme ideas or none.
- Who: staff, family, friends, or all three.
Weeks 2 and 3: invite and draw
- Send one link with the date, budget and join deadline.
- Send a reminder 4 days before the deadline.
- Close sign-ups. Do not accept names after the draw if you can help it.
- Set exclusions, then draw.
Create your group in Hollyhush now and share one link. People join by typing a first name. Create your group, free
Weeks 4 and 5: shop
Once names are out, people need about two weeks to find and buy a gift. Remote groups need more, because shipping can take a week. Encourage wishlists and use anonymous chat. Tell people the ship-by date: for a Dec 18 swap, ship by Dec 8.
Week 6: swap and reveal
- Send a reminder a week before the date, plus a quick check on the day.
- Make a place for gifts to be dropped.
- Prepare a reveal. See reveal ideas.
- Take a moment to thank everyone.
If you start late
If it is already December, compress it. Send the invite today, close sign-ups in 3 days, and draw right after. Use a lower budget, digital gifts, or a theme that is easy to shop for. Read how to organize a Secret Santa for the quick version.
A one-page checklist you can copy
For the rule wording, copy the block in Secret Santa rules. For ready-made reminder texts, see Secret Santa reminder messages.
- Swap date picked and written in the invite.
- Budget picked, with tax and shipping rules stated.
- Join deadline set, at least three weeks before the swap.
- Exclusions listed before the draw.
- Draw done and each person has confirmed they saw their name.
- Wishlists and anonymous questions open for two weeks.
- Ship-by date sent to remote people.
- Reminder sent one week before, and another the day before.
- Reveal plan chosen, with a backup if someone is absent.
- Thank-you message and data cleanup after the swap.
Frequently asked questions
When should you start planning Secret Santa?
About six weeks before the swap. For a mid-December party, that is early November.
When should you draw names for Secret Santa?
At least two weeks before the swap date, and three if gifts will be shipped.
How long does it take to organize Secret Santa?
About ten minutes of work, spread over a few weeks.
Can you organize Secret Santa in a week?
Yes, with a lower budget and quick gifts. Draw within three days of the invite.
What day should Secret Santa be?
The last workday before the holiday break, or a weekend before it, so most people can attend.
Try it now
A draw takes about a minute. No signup, no email, a private link for everyone.
Create your group, free- Couples & exclusions
- Wishlists & anonymous questions
- Deletes itself in 60 days
Ready when you are
Make a draw in a minute. No signup, no email, private links for everyone.