Consider carrying out a survey of all staff to choose a date which suits the most number of attendees. Once a date is selected, provide sufficient notice to staff to ensure the majority of invitees can attend.
Ensure all members of staff are invited, whether this is on a department or whole-Company basis.
Remember to invite employees who do not attend work on a daily basis, such as remote or field workers, workers on maternity leave, and those on long-term absence.
Ensure workplace communications inviting employees to the event are appropriate and do not alienate certain members of staff.
Consider using an event name which sounds welcoming and is inclusive for all eg ‘end of year celebration’.
Ensure the location of the event is accessible for all and the environment is fitting for the nature of the event itself.
Provide a wide range of refreshments which suits a variety of dietary requirements. Ask employees to make you aware if they have certain dietary requirements so these can be catered for.
Ensure soft drinks are available to staff throughout the course of the event.
Consider utilising a drinks voucher to be spent on a drink of the employee’s choice, rather than providing free alcohol, to avoid encouraging excessive consumption of alcohol.
Consider what will happen after the event, such as travel arrangements. Remind staff that they should not be consuming alcohol and driving. Use of public transport or designated drivers can be encouraged, including through the provision of free soft drinks to those driving colleagues home after the event.
Remind staff that company rules on behavior, harassment, conduct etc will remain in place during the event and at any subsequent or follow-on event attended by members of staff.
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