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- Office Holiday Party Planning: HR Dos and Don’ts for Employers
Office Holiday Party Planning: HR Dos and Don’ts for Employers
- HR Policies
Kiljon Shukullari, HR Advisory Manager
(Last updated )
Kiljon Shukullari, HR Advisory Manager
(Last updated )
The holiday season is here. For many workplaces, that means festive gatherings, office parties, and well-deserved celebrations.
While these events are great for boosting morale and bringing teams together, they also come with responsibilities. Without the right planning and boundaries, a cheerful night can turn into an HR headache.
Here’s your guide to planning a safe, inclusive, and fun holiday party that everyone can enjoy.
The dos: Plan a safe and inclusive celebration
1. Make your celebration inclusive
Keep your event welcoming for everyone. Choose decorations, music, and themes that respect different cultures and beliefs. Avoid scheduling your party during major religious holidays and encourage attire that makes employees feel comfortable and respected.
2. Ask about food preferences and dietary needs
Before finalizing your menu, send a quick survey to ask about allergies and restrictions. Offer a mix of options—vegetarian, vegan, gluten-free, Halal, or Kosher—and label everything clearly. Avoid cross-contamination by separating preparation areas for common allergens.
3. Communicate a code of conduct
Remind everyone that workplace rules still apply at company events. Share behavioural expectations ahead of time, especially around alcohol and social media. Encourage staff to post responsibly and avoid content that could reflect poorly on the company.
4. Choose the right venue
Pick a venue that aligns with your company’s values and accommodates all employees comfortably. Skip the nightclub scene in favour of restaurants, banquet halls, or activity-based venues. Always check reviews, inspect safety features, and ensure easy accessibility.
5. Prevent harassment and bullying
Be proactive. Reinforce your zero-tolerance policy for harassment and discrimination. Remind employees that professionalism still matters, even off the clock. Clear expectations and consistent enforcement go a long way in maintaining a respectful environment.
6. Ensure accessibility and accommodations
Make sure your venue is wheelchair accessible and has necessary facilities like ramps and accessible washrooms. Let employees know they can request accommodations in advance.
7. Respect time off and personal commitments
Give plenty of notice for your event so employees can plan around personal or family obligations. Be flexible and understanding if someone can’t attend due to religious observances or other commitments.
The don’ts: Avoid common holiday party pitfalls
1. Don’t make attendance mandatory
Not everyone celebrates the holidays or feels comfortable at social events. Make attendance optional and use an RSVP system so you can plan accordingly.
2. Don’t ignore workplace romance policies
The festive atmosphere can blur boundaries. Remind staff (and managers) about your policies on workplace relationships, professionalism, and conflicts of interest. Enforce them consistently to avoid issues or perceptions of favouritism.
3. Don’t overlook health and safety
Conduct a quick risk assessment of your venue. Check for hazards like slippery floors, blocked exits, or overcrowding. Choose locations that meet provincial health and safety standards and are properly equipped for emergencies.
4. Don’t allow excessive drinking
Alcohol can quickly turn a celebration into a liability. Use drink tickets, close the bar early, or hire a professional bartender to monitor consumption. Always serve plenty of food and non-alcoholic options.
5. Don’t risk drinking and driving
Plan safe transportation. Arrange for designated drivers, offer rideshare vouchers, or partner with a local taxi service. Make it clear that no one should drive home after drinking—ever.
6. Don’t encourage lavish gifts
Keep gift exchanges light and fair. Set spending limits and avoid personal or extravagant gifts that could cause discomfort or perceived inequality.
7. Don’t allow unplanned speeches or performances
Stick to a schedule and pre-approve all speeches or entertainment. Keep it short, fun, and inclusive to avoid surprises or awkward moments.
An employer’s quick holiday party checklist
Do:
Make it inclusive and accessible
Ask about dietary needs
Share a clear code of conduct
Choose a suitable, safe venue
Reinforce zero-tolerance for harassment
Respect time off and commitments
Don’t:
Make attendance mandatory
Ignore romance or conduct policies
Overlook health and safety
Allow excessive drinking or drunk driving
Encourage costly gifts or unplanned entertainment
Get feedback for next year
After the party, ask your team what worked and what didn’t. A short, anonymous survey about food, venue, timing, and overall enjoyment can help you plan even better events in the future. Showing you value employee feedback builds trust and engagement.
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