Best Practices for Employer-sponsored Holiday Parties

 

Hey, Warriors and Bosses!

Employer-sponsored holiday parties are a cherished tradition, offering a chance to celebrate achievements and foster camaraderie among staff. However, to ensure these events are both enjoyable and free from complications, it’s essential to follow best practices in planning and execution.

1. Define the Purpose and Scope

Begin by clarifying the objectives of the holiday party. Is it to recognize employee achievements, boost morale, or simply celebrate the season? Understanding the purpose will guide decisions regarding the event’s scale, theme, and activities.

2. Set a Realistic Budget

Establish a budget that encompasses all potential expenses, including venue rental, catering, entertainment, decorations, and any employee gifts or awards. Allocating funds appropriately ensures a memorable event without financial strain.

3. Choose an Inclusive Theme

Opt for a non-denominational theme that respects the diverse backgrounds of all employees. Themes like “Winter Wonderland” or “Seasonal Celebration” can be inclusive and festive, ensuring everyone feels welcome.

4. Select an Appropriate Venue

Choose a venue that is accessible, accommodates the expected number of attendees, and aligns with the event’s theme. Ensure the location complies with health and safety regulations and is accessible to individuals with disabilities.

5. Plan the Date and Time Carefully

Schedule the party at a time that minimizes conflicts with personal commitments and other cultural holidays. Surveying employees for their availability can help in selecting a date that works for the majority.

6. Communicate Clearly

Provide detailed invitations well in advance, outlining the event’s date, time, location, dress code, and any other pertinent information. Clearly state whether attendance is optional and if guests or family members are invited.

7. Establish Conduct Guidelines

Remind employees that company policies, including those related to harassment and professional behavior, remain in effect during the event. Circulating these policies beforehand can set clear expectations and prevent inappropriate conduct.

8. Manage Alcohol Consumption Responsibly

If alcohol is served, implement measures to prevent overconsumption. Options include providing drink tickets, hiring professional bartenders trained to recognize signs of intoxication, and offering a variety of non-alcoholic beverages. Additionally, consider arranging transportation options or providing ride-share credits to ensure attendees can get home safely.

9. Offer Diverse Food Options

Cater to various dietary needs and preferences by offering a range of food options, including vegetarian, vegan, gluten-free, and allergen-free choices. Surveying employees about dietary restrictions in advance can help in planning an inclusive menu.

10. Plan Engaging Activities

Incorporate activities that encourage interaction and team building, such as games, raffles, or entertainment. Ensure these activities are appropriate and considerate of all attendees.

11. Recognize and Appreciate Employees

Use the event as an opportunity to acknowledge employees’ hard work and achievements. Presenting awards or giving small tokens of appreciation can boost morale and show gratitude.

12. Ensure Safety and Accessibility

Verify that the venue is safe and accessible to all employees, including those with disabilities. Ensure that emergency procedures are in place and that staff are aware of them.

13. Gather Feedback Post-Event

After the party, solicit feedback from employees to understand what worked well and what could be improved. This information is valuable for planning future events and ensuring they meet employees’ expectations and needs.

By adhering to these best practices, employers can host holiday parties that are enjoyable, inclusive, and free from complications, fostering a positive and cohesive workplace culture.

Be Audit-Secure™

 

Lisa Smith, SPHR, SCP