Office Holiday Party Planning: HR Dos and Don’ts for Employers

The holiday season is here. For many workplaces, that means festive gatherings, office parties, and well-deserved celebrations.

While these events are great for boosting morale and bringing teams together, they also come with responsibilities. Without the right planning and boundaries, a cheerful night can turn into an HR headache.

Here’s your guide to planning a safe, inclusive, and fun holiday party that everyone can enjoy.

The dos: Plan a safe and inclusive celebration

1. Make your celebration inclusive

Keep your event welcoming for everyone. Choose decorations, music, and themes that respect different cultures and beliefs. Avoid scheduling your party during major religious holidays and encourage attire that makes employees feel comfortable and respected.

2. Ask about food preferences and dietary needs

Before finalizing your menu, send a quick survey to ask about allergies and restrictions. Offer a mix of options—vegetarian, vegan, gluten-free, Halal, or Kosher—and label everything clearly. Avoid cross-contamination by separating preparation areas for common allergens.

3. Communicate a code of conduct

Remind everyone that workplace rules still apply at company events. Share behavioural expectations ahead of time, especially around alcohol and social media. Encourage staff to post responsibly and avoid content that could reflect poorly on the company.

4. Choose the right venue

Pick a venue that aligns with your company’s values and accommodates all employees comfortably. Skip the nightclub scene in favour of restaurants, banquet halls, or activity-based venues. Always check reviews, inspect safety features, and ensure easy accessibility.

5. Prevent harassment and bullying

Be proactive. Reinforce your zero-tolerance policy for harassment and discrimination. Remind employees that professionalism still matters, even off the clock. Clear expectations and consistent enforcement go a long way in maintaining a respectful environment.

6. Ensure accessibility and accommodations

Make sure your venue is wheelchair accessible and has necessary facilities like ramps and accessible washrooms. Let employees know they can request accommodations in advance.

7. Respect time off and personal commitments

Give plenty of notice for your event so employees can plan around personal or family obligations. Be flexible and understanding if someone can’t attend due to religious observances or other commitments.

The don’ts: Avoid common holiday party pitfalls

1. Don’t make attendance mandatory

Not everyone celebrates the holidays or feels comfortable at social events. Make attendance optional and use an RSVP system so you can plan accordingly.

2. Don’t ignore workplace romance policies

The festive atmosphere can blur boundaries. Remind staff (and managers) about your policies on workplace relationships, professionalism, and conflicts of interest. Enforce them consistently to avoid issues or perceptions of favouritism.

3. Don’t overlook health and safety

Conduct a quick risk assessment of your venue. Check for hazards like slippery floors, blocked exits, or overcrowding. Choose locations that meet provincial health and safety standards and are properly equipped for emergencies.

4. Don’t allow excessive drinking

Alcohol can quickly turn a celebration into a liability. Use drink tickets, close the bar early, or hire a professional bartender to monitor consumption. Always serve plenty of food and non-alcoholic options.

5. Don’t risk drinking and driving

Plan safe transportation. Arrange for designated drivers, offer rideshare vouchers, or partner with a local taxi service. Make it clear that no one should drive home after drinking—ever.

6. Don’t encourage lavish gifts

Keep gift exchanges light and fair. Set spending limits and avoid personal or extravagant gifts that could cause discomfort or perceived inequality.

7. Don’t allow unplanned speeches or performances

Stick to a schedule and pre-approve all speeches or entertainment. Keep it short, fun, and inclusive to avoid surprises or awkward moments.

An employer’s quick holiday party checklist

Do:

• Make it inclusive and accessible
• Ask about dietary needs
• Share a clear code of conduct
• Choose a suitable, safe venue
• Reinforce zero-tolerance for harassment
• Respect time off and commitments

Don’t:

• Make attendance mandatory
• Ignore romance or conduct policies
• Overlook health and safety
• Allow excessive drinking or drunk driving
• Encourage costly gifts or unplanned entertainment

Get feedback for next year

After the party, ask your team what worked and what didn’t. A short, anonymous survey about food, venue, timing, and overall enjoyment can help you plan even better events in the future. Showing you value employee feedback builds trust and engagement.

Need help with HR policies?

Whether you need a drug and alcohol policy, workplace romance policy, or guidance on holiday event conduct, Peninsula’s experts can help.

We’ll help you stay compliant, reduce risk, and create safer, happier workplaces. Call 1 (833) 247-3652 to speak with one of our experts today.