The office party is a great way to get staff and colleagues to relax, get to know one another and perhaps celebrate some shared achievement. These parties are usually open to certain departments or the entire office, as well as their spouses or partners. It is also usually attended by the manager(s) and / or director(s), which gives the staff members an opportunity to see these ones in a more relaxed environment.
Advantages
An office party has the following advantages:
- It makes employees feel valued as they are being treated to a good time.
- Colleagues have the opportunity to chat to one another and get to know one another on a more personal level.
- They can be casual or formal, depending on your requirements and preferences.
- They are usually easy to organise and accommodate due to everyone being in a central location.
Invitees and Invitations
Who you invite really does depend on what sort of office party it is and how your company is structured. If it is simply an end-of-year celebration, you should invite your whole department or even the entire company, if it is not too large. It is usually expected that spouses and partners will be invited, giving guests the opportunity to include their other halves in their professional lives.
When sending out invitations, the very nature of the office environment means that formal (read: more expensive) invitations are not necessary. Rather, you can simply send out an email or memo with all the details on it. This will save loads of time and expenses and will make RSVP-ing easier as it will likely be digital.
Food and Beverages
The easiest and most convenient options are either a barbecue or finger foods. These are easy to source, budget-friendly and more likely to be enjoyed by the diverse personalities that usually make up an office environment. The organisation or department heads will be expected to provide beverages (usually alcoholic). In addition, make plenty of water, coffee and sodas available for those who prefer not to drink. Also, appoint someone to keep an eye out for those who may be overindulging in alcohol. These ones should be encouraged to ease up, or the bar staff should be instructed not to serve them any more alcohol.
Entertainment
While background music may suffice at an informal do, an office party is actually a great opportunity to have some fun. Get your staff and colleagues involved in playing games together to relax the mood and encourage everyone to get involved. Such games may include ones that involve answering certain questions about one another (e.g. who drinks the most coffee, who is originally from New Zealand, and so on).
Venue
When choosing a venue for your office party, it is important to take the time and proximity from individuals’ homes into consideration. Therefore, many companies opt to have their party at the offices themselves and usually after a work day on a Friday. Even if guests want to go home to change and freshen up, their office is usually close enough to home to return there. This sets the right theme and is also far cheaper than any hired alternative. If you have a boardroom or event venue available at your business address, this is ideal. Otherwise, simply move the desks out of the way and set up your party. Put some effort into décor so that the venue is a little more special than just being ‘the office’.
Tips
- When deciding on food, drinks, entertainment and (possibly) gifts, always keep in mind that you are dealing with a group made up of very different individuals, who have their own viewpoints, political stances and religions. It is inappropriate to make anyone feel uncomfortable, left out or targeted at a work function.
- Compile a budget and be strict about keeping to it. Consider asking employees to contribute or to pay an entrance fee to help to cover the costs.
- Having a theme always goes a long way in getting the guests into the mood.
- Do not play games that may force participants into awkward situations (e.g. Spin the Bottle) or embarrass them (e.g. Truth or Dare).
- If your budget does not allow for an open bar or too many free drinks, consider alcoholic punch instead.
- Make alternative arrangements for people to get home in case they have drunk too much to drive.
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Play fun music so that those who want to can dance and really let their hair down.
Provide name tags so that nobody is embarrassed by forgetting someone else’s name, particularly if you are mixing higher management with the larger workforce. - Put a corporate disclaimer on the invitation so that your company cannot be held responsible for misbehaviour, accidents or injury.
