Planning a Christmas party for the office that includes everyone likely falls to a couple of team members. While they mean well, unnoticed problems likely exist that affect team members unable to voice their needs. Maybe they show up to a party where their dietary restrictions leave them with no options or where the only way into the venue is a set of steps. Everyone is likely to leave the party and assume it was a holiday party “for some, not for all.”
The good thing is that these problems are not complicated to fix.
Food and Drink
Vegan and vegetarian options should be easily available. So should options for those with food allergies. When venues accept corporate bookings, they should be prepared to cater to the needs of the employees. Be sure to get a promise in writing instead of assuming they will be prepared to do so at the last minute.
It is better to include intentional planning for what people can drink if they choose not to drink alcohol, as many people are abstaining from alcohol for different reasons, from pregnancy to religion.
Accessibility
You should check the venue yourself to see how accessible it is, and not just the room where you will be. Consider how someone will travel to the venue. You may see photos that make a venue look perfect, but they can still have none of this planned. So, it’s worth asking directly to check it rather than assuming.
People can have different access needs; if you know someone with specific access needs, it’s best to ask them what can be done, rather than making assumptions.
Timing and Format
People who have evening events can alienate employees who have caring responsibilities outside of work because they cannot acquire childcare for an evening event. If possible, add a daytime or early-evening event to allow those employees to attend.
Some major religious observances should be considered when selecting dates for events. A quick check in a religious holidays calendar can help avoid scheduling around these observances.
Making it Genuinely Optional
Your employees should be able to attend events without hesitation. Employees should be able to skip the event without it effecting how they are perceived in the workplace. Providing an evening event that all employees are required to attend should not be the only way to include employees in the workplace.
Things to double check before sending invites:
- Is there a good variety of food confirmed for vegetarians, vegans, and people with common food allergies?
- Is there a quality non-alcoholic drinks option?
- Has the venue been verified for accessibility? (not assumed by viewing photos)
- Is there a consideration for large religious holidays, are they on the date of the party?
- Is the time considerate of those with evening care responsibilities?
- Will guests be free to opt out with no negative consequences?
This is all necessary and not overbearing. In fact, a party that works for everyone is usually a better party. No one is in the corner with nothing to eat. No one is confused when you have to leave early.
