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It’s that time again – the season of the Christmas party! A time for staff to let their hair down, dress up and enjoy a night of fun and frivolity.
These events are a great way to say thank you at the end of the year and getting together when everyone is relaxed outside of the office environment is perfect for strengthening that team spirit.
But sadly, it’s not all glitter balls and fizz! There is a lot of organising to do before the party which can put a lot of strain on managers and business owners trying to make sure the evening goes smoothly.
And with everyone armed with a camera, memorable moments will be captured and more than likely be shared on social media. It’s not a case of ‘what happens at an office party, stays at an office party’ anymore so it pays to remind staff about party etiquette without sounding like a party pooper.
The objective
Before effective planning starts it is key to have a clear idea on what the office party is to achieve. There are some considerations to be addressed which will affect the theme, venue and the budget:
Is it just for fun or is it to say a specific thank you for a project?
Are partners invited?
Are key clients and other stakeholders to be there?
Think about logistics
In an ideal world, everyone will be free the day of the party and be able to attend, the venue will be perfect and lifts home won’t be a problem. Sadly, reality is often a far cry from this scenario.
Here are some issues to consider for the perfect event:
Bring together a planning committee to help structure the event and encourage them to represent the voices and wishes of all employees.
Decide on a budget. Split this budget into separate areas, for example, venue, drink, food, entertainment and travel.
Think about the theme and what your workforce would love the most: theatre, party night, evening meal or maybe a lunch time meal. The theme should reflect your organisation’s personality and brand image.
Depending on the nature and size of your organisation identify which day of the week is best for maximum attendance.
Understanding how many you are catering for will help you choose the right size venue. The style of the chosen venue will make a statement about your business too.
Research dietary requirements and ensure everyone is catered for.
Visit the venue and check out its accessibility before the event.
Consider the location of venues and whether staff can get home easily afterwards.
Remote venues tend to have more competitive prices and if public transport is not available in the area consider hiring a private coach
Drinks
This is an area which needs a lot of thought. While offering a ‘free bar’ can be seen as incredibly generous it can also lead to problems.
Provide plenty of soft drink alternatives.
Consider drink tokens.
If providing bottles on tables, factor in how many drinks per head. It may be best to ask for support from the venue staff on quantities as large amount of alcohol leftover will result in a significant waste of money.
Providing entertainment during the event will help pace drinking.
Avoiding HR challenges
How does your company handle multiple holiday requests around the time of the Christmas party? What happens when staff fail to turn up to work the day after? How is a case of inappropriate behaviour handled?
We strongly recommend that you put in place policies and processes to prevent these issues arising in the first place. It is also important to note that The Equality Act 2010 states that employers are liable for acts of discrimination, harassments and victimisation carried out by their employees in the course of employment, unless they can demonstrate that they have taken reasonable steps to prevent these acts.
Create a work-related social events policy and communicate to all staff.
Remind all staff of the dangers of excessive drinking, what can be viewed as harassment and how to conduct themselves when still representing the company.
Ensure that the policy for booking leave is upheld. As a gesture of goodwill, an organisation may consider closing the place of work early on the day of the party to allow time to get ready. However, this must be done with caution as this also gives employees time to drink before the party even starts!
Check what is in the employment contract. If a member of staff fails to turn up following the party or arrives late the employer may be able to make deductions from their pay. It is best practice to inform staff that this is a possibility before the event.
Should an employee call in sick the day after you should follow your attendance management policy.
Advise on photography and social media posts. While showcasing the fun your company has can be good for your brand and recruitment collateral, it may be wise to book a professional photographer and ask staff to turn their phones off or request that no personal photos are taken after 10pm.
One final word from P3 People Management
Have fun everyone and stay safe!
How we can help you
If you’d like to discuss any of the issues detailed in this blog, get in touch with us today. We’re here to help.
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