10 tips organising your staff Christmas party

The office Christmas party—a cherished, if sometimes dreaded, event on the corporate calendar. Done well, it can bring joy, camaraderie, and a much-needed break from the daily grind. Done poorly, it becomes the stuff of HR nightmares. To help ensure your company Christmas party is remembered for all the right reasons, here's a thoughtful guide with practical tips for organising a festive, inclusive, and enjoyable celebration.

1. Don't Exclude Anyone

Inclusivity is key. The office party should be a time for everyone to come together, but that means considering the diversity of your workforce. Dietary restrictions, religious beliefs, and personal preferences vary widely, and it's important to respect that. Choose a date that doesn't clash with other religious holidays, and make sure the venue is accessible for everyone, including those with disabilities. Offer non-alcoholic beverages as part of the main drinks menu and ensure that nobody feels left out.

2. Attendance Should be Voluntary

The phrase 'mandatory fun' is one of life's great oxymorons. Your Christmas party should be an invitation, not a summons. Some people love social events, while others would rather chew through their inbox than attend. Respect this and make it clear that attendance is optional. This way, those who come will do so willingly, and the atmosphere will be all the better for it.

3. Provide Suitable Catering

No one wants to attend a party where the only food options are turkey sandwiches and sausage rolls, especially if they're vegetarian, vegan, gluten-intolerant, or just plain picky. Make sure your catering reflects the tastes and needs of your entire team. A variety of dishes, from hearty classics to lighter fare, will ensure that everyone can enjoy the festivities without feeling left out or hungry. And remember, catering for a Christmas party is not just about volume—it's about thoughtfulness. Taking into account dietary restrictions of staff members from a non-Christian background can help them feel included.

4. Set Expectations Early

While a Christmas party is meant to be fun, it's still a work event. Setting expectations beforehand will help prevent things from going awry. A light, friendly message from leadership about the dos and don'ts of the event can work wonders. Remind staff to behave as though their colleagues (and managers) will still be around come Monday morning. A bit of gentle humour can soften this reminder—no one wants to feel like they're being told off before the party has even begun. Company events should be enjoyable, but safe and also not lead to unprofessionalism which will affect the company later on.

5. Monitor Alcohol Consumption

A little festive cheer is great, but too much can turn a merry gathering into a regrettable memory. One solution is the drink ticket system, where each attendee is given a limited number of tickets they can exchange for alcohol. This helps keep consumption in check without being overly restrictive. Be sure to include a good selection of non-alcoholic beverages—after all, hydration is key to a happy next day. Remember that the company has a legal duty of care to employees and this extends to company events outside of regular hours.

6. Assign a 'Well-Being Watcher'

Even with the best-laid plans, things can go wrong when people are in high spirits. It's wise to designate a trusted team member as the 'well-being watcher'—someone discreet but responsible who can keep an eye on things and step in if anyone is having a bit too much fun. Their role is not to police the party, but rather to ensure everyone's safety and well-being. A quiet word to those on the verge of embarrassing themselves can be a true act of kindness.

7. Provide Safe Transport Options

The combination of alcohol and driving is, of course, a no-go. Make sure you plan for safe transportation options for everyone. Partner with a local taxi service or provide ride vouchers. If the venue is in a city centre, consider hiring a coach or minibus to ensure everyone gets home safely. And for goodness' sake, remind your staff not to drive if they've had a drink. A cheerful “Don't drink and drive” message can be included in your pre-party communications. No one needs a festive season marred by tragedy.

8. Don't Forget the Entertainment

While some may be happy simply with music, food, and drink, others might appreciate a bit more structure to the evening's festivities. Consider light entertainment, like a quiz, a raffle, or even a photo booth for those who want to capture some fun memories. But avoid anything too gimmicky—after all, no one wants to perform karaoke under the gaze of their CEO. Outside events like escape rooms or indoor go-karting can be a fund and bonding experience for team members.

9. Remember the Spirit of the Season

Finally, don't forget the most important element of a Christmas party: the spirit of giving and goodwill. A small gesture, such as a charity raffle or a donation in the company's name, can remind everyone of the broader significance of the season. It's a great way to foster a sense of community and generosity.

10. Set a sensible budget

It is tempting to keep adding to a plan, but too complex an event or too much alcohol can spoil the Christmas Party. Less very often is more. Working to a budget will keep things sensible. Thought needs to go in beforehand to ensure it is an event which meets everyone's expectations and aligns with how employees perceive the company.

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With these tips in mind, you'll be well on your way to organising a company Christmas party that's festive, fun, and above all, inclusive. Keep it thoughtful, ensure everyone's well-being, and you'll create an event that leaves the right kind of lasting impression, boosts morale and sets your company up for the coming year.