Holding a Successful Office Party

You and Work

by BizHelp24
19/10/2005

Although the traditional office party sometimes has the reputation of causing problems, the fact is that the vast majority are fun and enjoyable, with no issues at all. Small business office parties also tend to be more enjoyable as you are likely to be closer to your staff, and they will know each other better than if they were in a large organisation.

The majority of office parties take place in the run up to Christmas, but the process of organising and running a successful office party is little different at any time of year. If you have left it too late for a party this year, then why not consider one in the New Year, when prices will be less inflated and venues less full.

It is important to know that you may be held responsible for the actions of your employees at parties, so you need to be fully aware of how to plan for and deal with any problems.

This article looks at the important issues that can arise when organising and running an office party, both in or out of the workplace. By knowing the bad things that occasionally happen, you will be better prepared to prevent them; and have a good time!

Time and Place

When choosing the date and time for a party, you need to be sure that everyone who is invited can make it. You need to look for any holidays, and try to avoid them clashing with the party. A Christmas party obviously needs to take place near to Christmas, but bookings at most places will be full months in advance.

If employees need to go home and get ready, do not arrange the party for half an hour after the close of business!

If your business operates 24 hours a day, or late in the evenings, you need to plan early how you will cover work that needs to be done whilst the party is taking place.

One of the most difficult aspects of organising an office party is deciding where to go. If you have a number of employees, you are likely to find that they all like different places. Asking for suggestions will help you decide, but could leave you trying to please everybody!

Make sure that the location of your party is accessible; booking a venue 10 miles away from the workplace could be irritating for employees who live in the other direction, especially if they are paying for taxi fares!

If your staff have to travel a long way to work; it may be better asking them to come prepared (E.g.: Wearing casual clothing or bringing a change of clothes with them), and may be worth holding the party in the office if possible.

If you have disabled employees, you need to be sure that they will be able to access the party venue, and will not be left out. If your party does not cater for disabled employees it could be considered a form of discrimination.

Entertainment

Every party needs some entertainment, and there are four main types that are common for office parties:

The vast majority of parties will hire a DJ to play a selection of music to dance to. The type of music that they play will vary drastically, and you should arrange the most appropriate type of music for your staff. (E.g.: If the majority of your employees are over 50, modern dance music is probably not appropriate!). In most cases however, DJ’s are used to office parties; and will know what songs people enjoy hearing.

Bands

A growing type of entertainment at parties is the booking of a live band or singer, playing songs throughout the night.

As with a DJ, you need to be sure that the band is likely to be enjoyed by all staff members. Those that tend to go down well play a range of hits and well known songs; cover acts can also be popular (E.g.: Covering the Beatles or Elvis songs) depending on the age of your staff.

Bands will usually be more expensive than a DJ, but if chosen carefully they can be hugely popular.

CD’s

If there are no other entertainment acts available, or if you are holding a party in the office; you may consider simply having a multi cd Hi-fi system and a selection of cd’s to play.

Although it may seem like a cheap option, it can help to solve the problem of what music to play; especially if you invite employees to bring in their own cd’s. You should put one or two people in charge of changing the cd’s on a regular basis to ensure everybody gets to hear songs they like.

Office Talent

Many employers are unaware of the potential talent lurking in their employees. They may DJ as a hobby, or be in a band outside work. It is always worth asking, as you may be able to save money without losing out on entertainment!

Article Index

1. Holding an Office Party

2. Budget and Catering

3. Drinking and Travel

4. Decorations and Alternatives