How to Plan a Holiday Office Party Everyone Will Want to Attend
Explore what to consider when organizing a Christmas office party, how to keep it inclusive and fun for employees, and discover unique celebration ideas with coworkers.
Every year, the users of the MySanta app share unique gift ideas in their wishlists and surveys and tell us about their corporate traditions and creative ways to celebrate the holiday season.
Why Host a Holiday Party at Work?
A holiday office party is an important tradition for many companies. It's a great opportunity for the team to gather in a relaxed atmosphere, strengthen bonds, reflect on the year's accomplishments, and set goals for the upcoming 12 months.
Set Your Goal
A party's goal, format, and style are the three pillars of any successful workplace event. Here's why:
Goal — Start by setting a clear goal and identifying why you're having the party. Hosting a celebration requires resources and effort, so it’s important that the goal justifies these means. A holiday party can boost team spirit, enhance employee loyalty, help new hires integrate, and motivate the team for future achievements.
Format — Traditional Christmas dinners may not suit every company. Younger teams might prefer activities like escape rooms, quizzes, sports competitions, or short trips over a seated event.
Style — Your event will be memorable if you choose a cohesive theme and plan the details: guests' dress code, the venue’s decor, menu, and drinks. Popular options include black-and-white, gold-themed, cocktail parties, and holiday-themed carnivals.
Assess Resources
Once you've determined the goal, format, and style, assess your company’s resources. If you have a budget for a grand celebration, it might be best to hire an agency. Professionals will quickly find a venue, arrange entertainment, manage catering, and handle all holiday party preparations. If your budget doesn’t cover an agency, or if you choose to organize it yourself, read on for more tips.
Understand Employee Wishes
It's important to accommodate the majority's preferences and ensure comfort for everyone. Before planning the party, have all employees complete a short survey to gauge their expectations. Find out if they plan to attend, how long they can stay, what they'd like to drink, and their plans for getting home.
Choose Venue, Date, and Guest Count
Typically, after the survey, you'll know how many guests to expect at the party. This allows you to book a venue and time confidently. Once you've secured the booking, send a short email to all employees, so they know when they need to pick an outfit and buy gifts. Some might want to schedule a hair appointment, arrange a babysitter, or inform family of their plans. Knowing the logistics ahead of time ensures comfort for everyone.
Consider Hiring Professionals
If you plan a lavish event, you might need a host, DJ, musicians, dancers, or photographers. Ensure you sign contracts with each professional to avoid misunderstandings.
On average, hiring a DJ for a corporate event costs between $800 and $2,000 for 3-8 hours.
Decide on Gifts
It's hard to imagine the holidays without gifts, but giving each employee something special can be challenging even for companies with a large budget. Playing Secret Santa is a great solution. Each participant becomes a Santa for a coworker and secretly prepares a gift. Thus, everyone receives a gift and experiences the magic of giving.
To make the game successful, you need to set rules: the number of players, the gift budget, and the time, place, and a way to exchange gifts.
The easiest way to organize the game is with the MySanta app. The draw results will be emailed to all participants, ensuring that every Santa knows for whom to buy a gift. The game organizer can also set exceptions, like preventing coworkers with tense relationships from drawing each other’s names. Additionally, you can track who gifts whom, send reminders to buy presents, communicate with your recipient secretly on the platform.
Considering the Holiday Party Budget
- Venue rental — You don't need to book a banquet hall; a loft or an office party can be just as festive.
- Food and drinks — If the budget doesn't allow for a grand buffet, consider ordering pizza and having each employee bring a signature dish.
- Decorations — A tree, garland, and candles are key holiday decorations that can brighten any party.
- Transportation — Consider how employees will get home if the party ends late. Budget for taxis or transportation rentals.
- Professional services — Calculate costs for performers, photographers, or musicians.
- Employee favors — A small gift for each employee can boost morale and serve as a party keepsake.
- Unexpected costs — Set aside a small amount for unforeseen circumstances.
