It is the season; company holiday parties are in full swing. While the season is joyous, it can also be a time of letting your guard down. To avoid tears in your beer, here are a few best practices:
Be Inclusive in Planning
- Avoid religious assumptions: Use “holiday party” or “year-end celebration” instead of naming a specific holiday. Respecting diverse beliefs, celebrations, and cultures is important.
- Consider timing, location, and accessibility. Think about the “where, who, and how” because logistics matter.
- After work vs. during work hours
- Family-friendly vs. adults-only
- Accessibility for employees with disabilities
- Non-alcoholic options.
- Food that accommodates known allergies.
Set Clear Expectations in Advance – prepare guests for a good time:
- Send a brief reminder of conduct expectations, including:
- Professional behavior – remind attendees that while we are there to celebrate, it is considered a work function, and we plan to the fun work appropriate. This includes addressing harassment if a situation presents itself.
- Dress code – be clear on what to wear (e.g., ugly sweater or business attire)
- Whether guests are allowed (define it it’s a plus one or forced family fun for the whole family)
- Start and end times – being specific with an end time is especially important. It allows those who are not overly social a known stop time, to signal to the bartender when to close the tap, etc.
Keep Attendance Voluntary
- Attendance should be optional, not tied to performance or loyalty.
- Avoid making participation feel required for visibility or advancement.
- Avoid giving employees who decline a hard time about not attending – declining without giving a reason is perfectly acceptable.
Handle Alcohol Thoughtfully
- If alcohol is served:
- Use drink tickets (2 per person is ideal) or limited bar options. Let the bartender know that you’re not serving shots or doubles.
- Always provide substantial food.
- Offer safe ride options (Uber/Lyft vouchers, taxis – to the employee’s home, not to another drinking establishment)
- Never pressure employees to drink. Offer non-alcoholic options as well.
- Managers should model responsible behavior.
Choose the Right Venue and Activities
- Select a space that allows for:
- Conversation
- Mobility
- Noise control
- Opt for low-risk activities:
- Team games with no physical or personal exposure
- Raffles, trivia, and food tastings are safe options
- Avoid anything that could:
- Embarrass employees – avoid inappropriate awards or inappropriate humor
- Involve forced participation
- Be physically risky
Manage Power Dynamics
- Be mindful of:
- Manager/employee interactions
- Conduct between different levels of leadership
- Discourage:
- Oversharing
- Inappropriate humor
- Discussions about promotions, discipline, or grievances
Plan for Gifts & Recognition Carefully
- If gifts are given:
- Keep them equitable and appropriate
- Avoid anything personal, political, or suggestive
- Recognition should be:
- Inclusive
- Based on objective contributions
Address Risk and Liability
- Confirm:
- Workers’ comp implications before the event
- Insurance coverage if off-site
- Have a designated HR or leadership point of contact at the event.
- Plan in advance for:
- Medical issues
- Intoxication
- Transportation problems
Follow Up After the Event
- If any concerns arise:
- Address promptly and confidentially
- Use feedback to improve:
- Short post-event survey (optional)
- Thank employees for attending and contributing to a positive close to the year.
What to Avoid
- Excessive alcohol focus
- Sexualized themes or costumes
- Inside jokes that exclude others
- Public shaming games
- Last-minute planning
Could your business use more Human Resources insight? We can help with that! We offer comprehensive fractional HR services. Reach out to us at Milestones HR, LLC at 608-370-4642 or angie@milestoneshr.com for a free, no obligation 30-minute exploration conversation. Check out our website at www.milestoneshr.com for all of our fractional human resources services.
Angie Addison, SHRM-CP, PHR
Founder & Owner of Milestones HR, LLC
www.milestoneshr.com