Corporate parties are either a delight or a nightmare. They can be intimidating – are they too personal? Should it be more formal? Should we even host a party? There are so many questions that can trouble us and make us second guess our decision to go ahead and celebrate occasions, but that does not mean we should not try.
Since the holiday season is nearly upon us, it is time to think about the logistics, the planning, the when and how, and why's. How should you begin to plan? What exactly are you celebrating? How can you involve your whole team? What kind of ‘vibe’ are you going for? The list of questions is endless but figuring out a few simple facts can make the whole process smoother.
There are also obvious logistical and clerical issues to cover in advance such as the budget allocated to holiday parties, the location of your team i.e., in office, hybrid or completely remote, and any other events occurring around this time of year.
First things first, parties are optional.
Do not make your employees feel like attendance to holiday events is compulsory. This is an opportunity for celebration, not something for your employees to dread. While everyone may not want to, or it may not be possible for them to attend, extending the invitation and affirming there is no commitment on their end is important. The goal is to ensure everyone feels invited and wanted at this event, while being understanding of everyone's varying needs, wants and schedules.
Do your research!
Remember that beyond the objective of fun and unwinding, your holiday party is an event, just like other corporate events such as training or conferences that we host throughout the year.
Usually, a little market research to get to know your audience and start spreading the word can help your holiday event be en route to success. Getting to know your audience means a few different things – understanding your company’s culture and your team members' needs such as dietary, religious, or cultural considerations.
By conducting some research and planning, you will not only begin to create buzz and excitement around your event, but it will also be an opportunity to narrow down ideas and interests and begin to confirm your attendees.
Pre-Event Prep
If you want to create an event that your team will appreciate and look forward to, you should begin with a little pre-event prep which may include a dedicated email being sent out about upcoming events and a chance for everyone to pitch in ideas and thoughts through a pre-event survey.
Send holiday party invitations. RSVP’s may seem silly for a team event, however they are essential for adequate planning. It is the only way you can begin ensuring the right venue and platform is chosen, all the adequate resources are in place, and you can begin to narrow down the top guys for the event such as vendors, sponsors, guests, and entertainment.
Finalize the basics
The theme, venue, vendors, guests – these need to be settled upon and chosen to begin to prepare. The holiday season is tricky as there is so much going on, you do not want to host your event at an inconvenient time or during an overly-busy period.
Think about time and place – if you have a hybrid team, possibly on different coasts or time zones, what would be the best time for everyone to join along? Should separate parties be arranged for different teams? Try your best to choose a time that most of your employees can attend, nothing too close to Thanksgiving or religious holidays, as well as other work and personal events that you may be aware of.
Then, begin to think about the agenda. Of course, based on the theme or goal of the event this will vary. For a Thanksgiving/Friendsgiving-ish (?) party, do you want to host a potluck or order in? For entertainment, will a DJ suffice or are you looking to have live music? For family-friendly parties, will there be kid-friendly entertainment, maybe a magician, a comedian, or a game host? How about inviting along an instructor to teach a fun class or a DIY skill?
Virtual Chocolate Making Class
Little reminders to ensure a good time
We all love a good party, however I would argue a lot of people would not attend holiday parties if they did not feature alcohol.
If there will be alcohol involved, ensure there is transportation arranged if necessary, and similarly, if there is catering involved, ensure you are familiar with any dietary needs, allergies, etc.
Remember: alcohol is not everyone's definition of a good time. One way to tackle this is to separate your event/function into almost sections, maybe the beginning of the evening with food and entertainment where people can talk, give speeches, etc., and alcohol can be introduced at a later stage. Alternatively, ensure your caterers have a varied non-alcoholic menu including fun mocktails for everyone to enjoy.
Make sure your team is aware of all company policies regarding behavior in the workplace and appropriate attire and etiquette. Similarly, ensuring your team is safe and looked after is important when it comes to ‘out-of-work’ parties and events, even if your party is hosted during work hours such as lunch hour, or an off-early afternoon.
Ensure your party is for all
Holiday parties are better when they are accessible and inclusive of all. End-of-year celebrations can be secular and just as fun and exciting.
This does not imply people cannot celebrate their winter holidays such as Christmas or Hanukkah, but rather recognize that the multicultural world we live in is bigger than our little bubbles.
Avoid silly scheduling mistakes that may interfere with other winter/December holidays and that will leave people unable to attend. When creating a menu, keep in mind having not just dietary options such as vegan and gluten-free, but also religious preferences such as kosher and halal options.
Cookie decorating kit
Finally, keep it light!
Parties are about having a good time, mingling, and chatting, and coming together. They are about food, games and entertainment.
However, it is important to remember that the last two years have brought immense difficulty to some. Living through Covid-19, the devastating and sometimes fatal losses, the financial and personal impact on our lives and our businesses – this cannot be ignored.
To create an environment that is light and peaceful, you can celebrate what you have overcome while choosing to look forward to the future instead of the past. Celebrate where you are now, and where you are going.
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